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Exact Synergy Enterprise   
 

Overview of workflow and requests

Menu paths

  • Click the Workflow link or My workflow in the left menu.
  • Click the Requests link or My requests in the left menu.
  • Projects à Reports à Search à Projects
  • Customers à Reports à Accounts à Search
  • Customers à Reports à Contacts à Search

Introduction

In general, there are two different types of accounts, namely company account and person account. The word “account” is used to describe both the company account and the person account in generic term.

The usage of the specific terms, such as “person account” and “company account” are used to refer to each account, namely, the person account and company account respectively.

On this page, you can see an overview of workflow or requests linked to an account, contact, person, or project. To access a person’s workflow or overview of requests, click Workflow or Requests respectively in the left menu. The initial view of both overviews is different but when you change the selection criteria, both overviews can display similar information. However, there are several differences between the overviews.

Workflow and requests differences

The initial differences between the Workflow and Requests overviews are:

  • Involvement criteria — The pre-selected option at Involvement for the Workflow overview is Workflow. For the Requests overview, the pre-selected option at Involvement is the one you have selected previously. The exception to this is when the previously selected option at Involvement in the Requests overview is Workflow. In this case, the pre-selected option at Involvement is the one selected previous to that.
  • Show criteria — The initial view for Workflow is List. For Requests, the initial view is Summary.
  • Bulk: Actions button and list check boxes — These are available only when the Person is you, the option selected at Involvement is Workflow, and the view selected for Show is List. Thus, this button and list check boxes are available in the initial Workflow overview but not in the initial Requests overview. However, you can change the criteria in the Requests overview to make these available.
  • Planning, Subordinates, and Statistics buttons — These buttons are available when you have selected Workflow at Involvement. Thus, these buttons are available in the initial Workflow overview but not in the initial Requests overview. However, these buttons will also be available in the Requests overview if you change the option at Involvement to Workflow.

Customization options

You will see different fields for each Involvement type in the Workflow or Requests overviews as the settings for the Criteria and Results sections are kept separately for each Involvement type.

To customize the Criteria and Results sections of the overviews, change to the desired Involvement type and click Refresh. Then, click  Customize to open the Workflow: Customize page. Select the desired fields in the Selection criteria and Columns sections and click Save. If the overviews are set to refresh automatically, you do not need to click Refresh after changing the Involvement type.

However, the Person, Involvement, and Show criteria fields cannot be customized and will be the same across all Involvement views. For more information on the Workflow: Customize page, see Customizing workflow and requests overviews.

Bulk operations

You can perform bulk operations on more than one request in your workflow at a time if the Bulk: Actions button is available. See Workflow and requests differences above for the conditions required to enable the Bulk: Actions button. However, bulk actions cannot be performed on Document Approval Tasks.

When you click the Bulk: Actions button, several other buttons become available. These buttons allows you to perform actions on up to 25 requests at once. To perform a bulk operation, select the check box of the desired request in each row of the workflow list and click the desired bulk operation button. Depending on the bulk operation, the system may prompt you for more information or confirmation.

During the bulk operation, the system will automatically add a timestamp at the end of the Remarks: Workflow field of each of the selected requests. If the Remarks: Workflow field is not available or cannot be edited at the current request status, the timestamp will be added at the end of the Remarks: Request field. If both fields are not available or cannot be edited at the current request status, or the operation is Bulk: Delete, the timestamp will not be added.

Once the bulk operation is completed, the system will display a report on the success or failure of the operation on each request. Click Close in the report page to display the workflow list. You can then select up to 25 other requests if you need to perform more bulk operations.

Note: Apart from Document Approval Tasks, the success or failure of a bulk operation on each request depends on the request type definition and the current status of the request. For more information on the actions and the request statuses where each action is permitted, see Creating and modifying requests.

Roles & rights

Users are able to view all their own requests and workflow. A user can view the requests or workflow of other people based on the user's security level, the Involvement selected, and the organizational relationship of the user to the person. A private request is listed only if you are the request creator or you are the current actor in the request.

Notes:

  • For more details on function rights, go to System à Setup à Security à Function rights.
  • For more details on roles, go to System à Setup à Security à Roles.

What version are you using?

The information in this document is based on product update 250.

How do I view workflow or requests related to an account, contact, person, or project?

  1. On the respective search page, define the search criteria, and then click Show. You can also access a person’s workflow or overview of requests by clicking Workflow or Requests respectively in the left menu, and then proceed to Steps 3 and 4. By default, the workflow or request overview page displays the workflow or requests of the person who is currently logged into Exact Synergy Enterprise.
  2. Select the required account, contact, person, or project, and then click Workflow under the Monitor section. Similarly, to access the workflow of the required person contact linked to a person account, select the required contact in the Type column under the Links section, and then click Workflow under the Monitor section. For projects, click Workflow in the Execution column under the Project monitor section.
  3. Define the required fields, and then click Refresh.
  4. Click Close to exit.
Buttons

Fields

Related documents

 

     
 Main Category: Support Product Know How  Document Type: Online help main
 Category: On-line help files  Security  level: All - 0
 Sub category: Details  Document ID: 14.999.106
 Assortment:  Date: 01-10-2012
 Release: 250  Attachment:
 Disclaimer

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