Create a New Workflow

A Workflow is a defined sequence of processes a record must pass through before completion. Some of the different types of workflows available in MDO include Decision, Determination and Parallel Workflows.  

  • Decision Workflows 

Decision workflows are used to determine which user/roles (from the list of users/roles assigned to a step) a task should go to for approval. 

  • Determination Workflows 

Determination workflows are used to determine to what step of the approval process a record should go based on some values entered for a field(s) by the user. 

  • Parallel Workflow 

Parallel workflows are when a workflow step goes to more than one User/Role at the same time for approval. 

 

To create a workflow, follow these steps. 

1. Click on the Settings icon at top right corner on the Home page. 

2. From the left menu bar select Advanced 

3. Select Workflows > Setup 

4. Click on Create workflow 

5. Select the Module for which workflow is to be created. 

6. Provide the required workflow Description/Name. 

7. Click Save 

8. Click on Criteria > Add Criteria. The workflow criteria section is displayed. This section is used to define the events which will trigger the workflow.  

(Eg. Adding Create event to a workflow means that the workflow will be triggered whenever a new record is created in the required module.) 

Type  Description 
Event  Administrators can specify the Events which will trigger this workflow. 
<Field>  This field will appear only if a workflow criteria field is configured for the Object.

Using this option administrators can control which workflow to trigger based on the value selected for the workflow criteria field for a record. 

9. Select the required events and click Save. 

10. Search for the created workflow. 

11. Click on Step > Add Step to configure workflow steps. 

Below are the details a user needs to provide while adding a step. 

Field/Option  Details 
Description  User can provide description for a workflow step  
    
Step Type 
Step type is used to define what kind of activity can be performed at the current step.

Below are the different types of workflow steps that can be configured in MDO. 

  • Activity: Normal workflow step. 
  • Determination: Used to determine what step of the approval process a record should go based on some values and logic defined by the administrator. 
  • Background: This step type is generally used to determine the next user or role based on some complex logic. This step is triggered using an API logic configured in background. 
  • Email Escalation: This step is used to send an email to a set of users or roles after the completion of the previous step. No action is sent to any users to perform in their task list. 
Recipient Type  User can select whether the recipient type for the step should be: 

  • User 
  • Role 

If User recipient type is selected the workflow is sent to the defined user at this step. IRole, refer to the Role Approval By field. 

Approved By 
  • By One 
  • By All 

User can select whether one or all users from a selected role/list of users should approve a task before it proceeds to the next step.

Refer to section 1.1 for more details. 

Role Approval By  User can select whether all users from the selected role should approve before a task proceeds to the next step or only approval from one user with the role is required. 
Task Subject  Specify what message a user will receive in their task list for the step. 
Agent Determination Type  In this section users can add custom API Enhancements to a step to cater to any custom requirements. 
Step Priority  User can specify the priority for a step. 
The different types of priority are: 

  • Critical 
  • High 
  • Medium 
  • Low 

Users can identify the priority of a task by checking the colour of the ‘flag’ icon next to a task. (Red for critical, Green for low etc.) Users can also filter out tasks in their task list based on priority. 

12. Click on Next. 

Define Recipients. Based on the type of workflow step i.e. User or Role, a list of users/roles will appear. You can assign single or multiple users/roles for this step to perform various activities or tasks.  

13. Select the required Role(s) or User(s) and click on Assign to add it to the step. 

14. Click Next.  

Rejection & Notification. Users can specify Reminder Details, Escalation Details and Rejection Details in this section. 

SLA Details 

SLA Hours  Specify the time allocated for the assigned User(s)/Role(s) to complete a step. 

 

Reminder Details 

Grace Period (Hrs)  Specify the additional time granted beyond the designated SLA hours before the first reminder is triggered. 
Interval (Hrs)  Time interval between any additional reminders. 
Occurrences  Specify how many times a reminder email will be sent post the designated SLA Hours. 

 

Escalation Details 

Grace Period (Hrs)  Specify the additional time granted beyond the designated SLA hours before the first reminder is triggered. 
Interval (Hrs)  Time interval between any additional reminders. 
Re-occurring  Checking or unchecking this checkbox allows administrators to control whether escalation mails to managers should be recurring or should only be sent for a specific number of times.  
Occurrences  Specify how many times a reminder email will be sent post the designated SLA Hours. 
Step Priority  Specify the priority for a step. 

 

Rejection Details 

Activate Rejection  By Checking or unchecking this option administrators can control whether to allow users to reject a step or not. 
 Rejection Message  Specify what message should be sent to users in case of rejection of the request. 
Enhancement Point  Using this option Administrators can make use of API’s to handle custom business scenarios in case of rejection. 
Rejection Criteria  Using this option Administrators can control what will happen to the request if it is rejected in a step.

Below are some of the rejection criteria’s available in MDO.
 

  1. Sequential: The request goes back to the previous step in the workflow for review and resubmit. 
  1. Reject to Selected User: Administrators can specify to which step the request should go for review and resubmission in case of rejection. By default, the last user will be preselected, and more users can be added.
     
Reject to Step  This option is only available if Rejection Criteria is selected as ‘Reject to Selected User’.
Using this option Administrators can specify to which step the request should go to for review and resubmission in case of rejection. 
Terminate on Rejection  Activating/Deactivating this option allows users to control whether a request should be terminated if it is rejected in the selected step.  

15. Click Next 

Additional DetailsBelow is the list of options a user can perform in this section. 

Add Decisions  Administrators can use this option to configure decision-based workflows.

Decision based workflows are used to control to which user(s)/Role(s) a workflow step should go to based on some values entered by the user in the record for a field/combination of fields. 

i.e. If Plant = 0001 request goes to Michael. 

If Plant = 1000 request goes to Peter. 

Add Decisions  Administrators can use this option to configure decision-based workflows.

Decision based workflows are used to control to which user(s)/Role(s) a workflow step should go to, based on some values entered by the user in the record for a field/combination of fields. 

i.e. If Plant = 0001 request goes to Michael. 

If Plant = 1000 request goes to Peter. 

Re-Verification Required.  Visible only if ‘Add Decisions’ check box is enabled.
Only fields which have been configured as workflow reference fields are visible here. Users can select on which field(s) the decision criteria are to be configured. 
Re-Verification Required  Activating this check box for a step will allow approvers for the step to directly approve a step from their task list with a single click 
Priority Editable  Activating this check box for a step will allow approvers for the step to directly approve a step from their task list with a single click. 
Request Ownership  Activating this check box for a step will allow approvers of a step to change its priority from inbox. Users can filter tasks in the task list based on the priority of the task i.e. high priority task should come at the top.Claimed requests are then removed from the other user’s inbox. 

It is mandatory for a request to be claimed before rejection. 

Forward Task  Activating this checkbox for a step will enable he user to forward a task to other uses within the assigned user list for the particular step. 

  • Eg : A user who cannot complete a task within the assigned period can  forward the task to another user for his action. 
Option  Activating this checkbox for a step will enable the user to forward a task to other users within the assigned user list for the step. 

16. Click Finish to save the workflow step. 

17. Click Configure under the decision column for a step (This option is available only if the ‘Add Decisions’ option is enabled for a step.) Administrators can specify the decision mapping under this section. 

Below is the list of options a user can perform under this section. 

Field/Option  Details 
Add Combination  Click on this to add Decision combinations. 
<Fields>  All fields that have been added to the ‘workflow fields’ list to be used in decision step is shown here. Users can select a value for the field(s) to configure decision. 
Assign/Assign all  Administrators can select to which user/role the workflow should go for the selected values. 
Re-occurring  Checking or unchecking this checkbox allows administrators to control whether escalation mails to managers should be recurring or should only be sent for a specific number of times.  
Save  Click on Save to save the Decision Mapping. 

18. Click Back after configuring all the required workflow steps. 

19. Click Activate to activate the workflow.

 

1.1 Approved by Details 

Scenario 1: 

Recipient Type:  User 

Approved By  Description 
By One  If Approved By is set to ‘By One’ then the request will move to the next step if any one of the assigned users for the step approve the request 
By All  If Approved By is to ‘By All’ then all users assigned to a step need to approve the request before it moves to the next step. 

 

Scenario 2:  

Recipient Type: Role 

Approved By  Role Approval By  Description 
By One  By One  If a user from any of the assigned roles approve, then the task in the workflow will proceed to the next step. 
By One  By All  If all users from any of the assigned roles approves, then it will proceed to the next step. 
By All   By One  The request will not go to the next step until it is approved by one user from all the assigned roles. 
By All  By All  All users from all the selected roles are required to approve for the task to proceed to the next step.