Work Flows

Pick list used to select the general system process for which this Work Flow will be used. Options are:

• Bill-to Companies - used when managing Bill-to Companies via Sales > Customers.
• Contacts - used when managing Contacts via CRM > CRM Reporting.
• CRM Projects - used when managing CRM Projects via Tools > Workflow Reporting.
• Formulas - used when managing Formulas and Revisions via Inventory > Bills Of Material.
• Items - used when managing Parts via Inventory > Item Master.
• Jobs - used when managing orders via Production > Job Reporting.
• Journal Entries - used when managing journal entries via Accounting > Journal Entry or Accounting > Journal Entry Reporting > Add/Modify.
• Purchase Orders - used when managing orders via Purchasing > Order Reporting.
• Quality Control Groups - used when managing QC Groups via Inventory Maintenance > Quality Control Groups.
• Sales Orders - used when managing orders via Sales > Order Reporting.
• Ship-to Companies - used when managing Ship-to Companies via Customers.
• Ticket - used when managing tickets via CRM > Ticket Reporting.
• Vendors - used when managing Vendors via Purchasing > Vendors.

The name of the Work Flow, which will appear in the search box when selecting the Work Flow to add to a transaction or master data record.

Pick list used to determine which Sequence will be displayed as the next one to complete. Options are:

• After Last Completed - Points the user to the next uncompleted Sequence in the Work Flow.
• First Uncompleted - Points the user to the first uncompleted Sequence in the Work Flow.

For example, if there are four Sequences on the Work Flow, numbered 1-4 in order, and Sequence 3 is completed, this determines if Sequence 1 (shown by selecting "First Uncompleted") or Sequence 4 (shown by selecting "After Last Completed") will be shown as the next to complete. Note: The "Next Sequence Type" field also determines the colors that will Sales Orders will be displayed in when using the Sales Calendar. For example, if the first Sequence is set to the color green, the second Sequence set to red, the third Sequence set to blue, and the "Next Sequence Type" is "First Uncompleted," then when the second Sequence is completed, the order will display green on the Sales Calendar. Also, changing the value in the "Next Sequence Type" field is not retroactive. If Work Flows are setup sequentially, the first uncompleted Sequence will always be the same as the Sequence after the last completed Sequence.

If checked, this record is active. Only active records may be used in the system.

If checked, this will be the default Work Flow for the "Type" selected on forms throughout the system that contain a "Work Flow" field. Users may override the default if necessary.

Only selectable for Work Flows with a "Type" of "Formulas". If checked, the Work Flow on the Work Flow tab of the Formula will be reset any time the "Revision" name of a Formula is changed. This option is useful in situations where companies need to re-certify Formulas that have been changed.

• Not available when selecting a "Type" of "Journal Entries".

Name of the Work Flow Sequence.

Works in conjunction with User security to control which users have access to modify, complete, and return the Work Flow Sequence.

• Any value from 0 through 9 is allowed.

Controls which user, or users, will be able to approve this Work Flow Sequence on records throughout the system. Added primarily to prevent self approval. (i.e. to prevent users from approving Work Flow Sequences for records (Jobs, Sales Orders etc..) that they create. The field is available beginning in version 16.04.108. Options are:

• All Users - Same system behavior as before. The system will check the "Security Level" field above to determine if the user(s) have access to modify, complete, and return the Work Flow Sequence.
• Not Entered by User - The system will check the user that creatred the record the Work Flow is attched to against the user attempting to complete the Work Flow Sequence. If the users are different, the system will check the "Security Level" setting field as before. If the user is the same, the following prompt will be displayed: "This work flow sequence cannot be approved by the user that created this record."
• Not Entered by User Group - The system will check the User Group of the user that created the record the work flow is attached to against the user group of the user attempting to complete the work flow sequence. If the users are different, the system will check the "Security Level" setting field as before. If the User Group is the same, the following prompt will be displayed: "This work flow sequence cannot be approved by users in the user group."

Note: The Approve By setting in this field is checked against the user that created the BOM, Sales Order or Purchase Order, and the user completing the work flow sequence, not the user that created the work flow sequence or the user that attached the work flow sequence to the record.

Pick list used to specify the User responsible for completing the Work Flow Sequence.

Used to store an expression which will dynamically assign the work flow sequence to a user, instead of the hard-coded Assigned User of the previous field. Expression is only available to be edited if the Assigned User field is left empty, and must evaluate to an integer that is a currently (at the time of assignment) an active user ID. Functionality available in version 17.00.013 and higher. Example expressions:

• Assign to the user who originally created the purchase order (or requisition)
  • SQLVAL("lo_usid", "dxlog", "lo_table='dttpur' AND lo_recid = " + TRANS(tp_purnum), "N")
• Assign to the user who originally created the sales order (or quote), going back to the original copy of the order number, and not just the user who saved the most recent copy
  • SQLVAL("to_usid", "(SELECT TOP 1 to_usid FROM dttord WHERE to_ordnum=" + TRANS(to_ordnum) + " ORDER BY to_id ASC) temp", "1=1", "N")

Pick list used to specify the Sequence that the system will go back to when a user clicks the "Return To" button while modifying a Work Flow Sequence attached to a record.

• When the "Return To" button is clicked, all fields in between and including the current and Return To Sequences will be cleared of data.
• Useful if a process needs to be started from scratch or the Sequences should be re-completed for additional security.
• The "Return To" button is only available on Sequences that contain a value in the "Return To" field.
• Only selectable on Work Flow Sequences 2 and higher.

Allows the user to select the color that will be used to display the Order or Job in the Sales Calendar or Job Calendar.

• This field does not apply to the Sales Inventory, Job Inventory, or Master Production Calendars.

Used to store an expression that the system uses to automatically calculate the Planned date of completion for the selected Sequence.

• The calculation is fired when the Work Flow on a record is added or updated.
• Example: A calculation of “DATE() + 10” will set the Planned date to 10 days after the current date.

If a value is entered, the selected Sequence will only appear on the Work Flow of the record if the total order extension is greater than the value specified. If an order is originally configured with a total extension greater than the Minimum specified but is later modified and the total extension falls below the Minimum specified, the Sequence will be removed from the Work Flow on the order.

• Only available for Work Flows with a "Type" of "Sales Orders" or "Purchase Orders".
• Example: If a value of "50,000" is entered in this field, the Work Flow Sequence will not appear in the list of Work Flow Sequences located on the Work Flow tab of the Sales or Purchase Order until the total order extension has exceeded 50,000.

Stores additional details for the user, such as what needs to be done to complete the Sequence.

• When Notes are entered in this field, they will appear on the Edit Work Flow Sequences form when modifying this Sequence on the appropriate record (Sales Order, Formula, Job, etc.).

Used to store an expression that, if true, results in the Work Flow being applied per usual. If false, the Work Flow will not be applied.

• Useful if an order is entered with a total due that falls below the target margin. Instead of putting a hard stop on the order entry process, a Work Flow is utilized to control the process and put the order on hold until further review.
• Example: An expression of "to_totdue < 1000" that is applied to a Work Flow with a "Type" of "Sales Orders" will only be applied to new orders when the total due is less than 1,000.
• The fields available to use in the expression depend on the type selected on the Edit Work Flow form. All fields for the type's native table as well as user defined fields are available. For example, if the type is set to "Bill-to Companies," then all fields from the dmbill table as well as all Bill-to user defined fields can be used in the expression.

Optional. Used to specify the number of E-signatures required for this Work Flow Sequence.

• The "E-Signature Required" field must be checked to use the value specified in this field.
• For a given sequence, each e-signature must come from a unique user.
• The text field has a mask of "9" and 9 is the maximum value that may be entered in this field.
• Added in version 17.00.028. Useful in scenarios such as when an employee and supervisor must sign the Work Flow Sequence.
• When upgrading to version 17.00.028, the system will check for any Work Flow Sequences that have the "E-Signature Required" field checked and insert "1" in this field.

Pick list used to specify if Work Flow Sequences and any existing approvals should be copied to backorders. Only available when "Type" is set to "Purchase Orders" or "Sales Orders". Options are:

• Approval - The selected Work Flow Sequence WILL be copied to the back order, and WILL copy approvals onto the copied sequence.
• None - The selected Work Flow Sequence will NOT be copied to the back order.
• Sequence Only - The selected Work Flow Sequence WILL be copied to the back order, but will NOT copy approvals on the sequence.

If checked, this record is active. Only active records may be used in the system.

If checked, this Work Flow Sequence may only be completed once the Sequence directly before it has been marked as Complete.

• Example: If there are five Sequences to a Work Flow and the fourth and fifth are flagged as "Sequential", Sequence 4 may only be marked as Complete once Sequence 3 has been completed, and Sequence 5 may only be marked as Complete once Sequence 4 has been completed.

If checked, the Work Flow Sequence will function normally until the task with the Recurring End is completed. This will then place all tasks from Recurring Start to Recurring End back into the sequence. User must designate both a Recurring Start and Recurring End in order to save the sequence.

• Example: Sequence 2 is flagged Recurring Start, and Sequence 6 is flagged Recurring End. Once Sequence 6 is completed, Sequences 2-6 will return back into the Work Flow.
• Note: Only one task in the sequence can be flagged Recurring Start and Recurring End respectively, there cannot be multiple.

If checked and the Work Flow Sequence is marked as completed, the transaction (Sales Order, Purchase Order, or Formula) will be unable to be modified by other users. In order to unlock the order, the Sequence must be uncompleted by a user with the proper security. This field may only be checked if the "Type" field is set to Sales Order, Purchase Orders, or Formulas.

• When this flag is checked for a Work Flow with a "Type" of "Formula," users will still be able to uncheck the "Active" checkbox on BOMs.
• When a BOM Work Flow task has been completed, and this flag is checked, users will still be able to view, not edit, the Bill of Materials when attempting to modify the BOM. This allows users to access the Default Job Work Flow, Routing, and QC Groups attached to the formula in order to verify information after the Work Flow task has been completed.
• When editing a BOM, and after modifying and saving a Formula Work Flow that is marked as "Lock For Editing,", all fields on the Edit Bill of Materials form will be immediately disabled.
• When a Formula revision has been locked by a Work Flow sequence using the "Lock to Prevent Editing" option, the "QC Specs" button on the QC/Stability Tests tab will still be enabled allowing users to view and not edit the Formula's QC Specs. The "Default" and "Lab Only" flags can also be checked.
• If this flag is checked, for a sales order or purchase order type, and the work flow sequence has been completed, users will be unable to perform the following functions: delete, modify, or add new lines, copy order, mass delete, import Excel or perform the recalc prices option.
• This field will prevent a user form making changes to a temp entry, but still allow them to post it, assuming security allows.

If checked, when "Modify" is clicked on a Quality Control Group, the system checks to see if any Formulas have the QC group assigned that have a completed Work Flow Sequence with "Lock to Prevent Editing" checked. If so, the user is prompted with "This QC Group cannot be modified because the following formulas using this QC Group are locked: <<Display Part Number and Revision Name>>". The user is only able to click "OK" and return to the previous form.

If checked, when "Modify" is clicked on a Routing, the system checks to see if any Formulas have the Routing assigned that have a completed Work Flow Sequence with "Lock to Prevent Editing" checked. If so, the user is prompted with "This routing cannot be modified because the following formulas using this routing are locked: <<Display Part Number and Revision Name>>". The user is only able to click "OK" and return to the previous form.

If clicked, when "Modify" is clicked on a Work Flow for a Type of Jobs, the system checks to see if any Formulas have the Work Flow assigned that have a completed Work Flow Sequence with "Lock to Prevent Editing" checked. If so, the user is prompted with "This work flow cannot be modified because the following formulas with this work flow as the Default Job Work Flow are locked: <<Display Part Number and Revision Name>>". The user is only able to click "OK" and return to the previous form.

If checked, if a user clicks "Complete" without entering any notes for that sequence, the user will receive a prompt indicating "This sequence requires notes to be completed".

If checked, and the "Lab Only" flag is not checked on a Formula, when a Work Flow Sequence is not yet completed but applied to the Formula, the Formula cannot be saved unless the "Lab Only" flag is checked. The user is prompted with "This formula cannot be saved until the following work flow sequence is completed or the Lab Only checkbox is checked: <<Sequence Name>>". If the sequence is completed or the "Lab Only" flag is checked, the Formula can be saved.

If checked, the Work Flow Sequence is required to be completed before shipping a Sales Order.

If checked, the Work Flow Sequence is required to be completed before items may be picked from inventory/issued for the order, both in the Main Application and WMS.

• On Issue/Reserve Inventory form, the system will check for uncompleted Sequences with the "Required For Picking/Required to Issue" flag checked. For Sales Orders, it will prevent all the same shipping actions plus any picking actions, including printing pick lists and reserving inventory via WMS and the main application.
• Logic was added for Job Final Staging (in the Main Application and WMS via the Final Staging transaction) that applies only during the final iteration of staging for jobs. If any incomplete Work Flow Sequences on the job have this field checked, a system prompt/incomplete sequences form is displayed which blocks the staging operation from completing.

If checked, the Work Flow Sequence is required to be completed before receiving a Purchase Order.

If checked, no production can be completed on the Job, until this Sequence is marked as Complete.

• Reports and Job Labels may be printed even with this flag checked.

If checked, no job may be created in the system, until this Work Flow Sequence on the selected BOM revision is marked as Complete.

• Only available when selecting "Formulas" as a type.
• System checks this flag as parts are added to the job and prompts users accordingly. This allows users to take action without adding multiple parts to the job and then hitting the save button to validate the sequence(s) are marked as complete.

If checked, the Work Flow Sequence is required for a Sales Order to be marked with an "Order Type" of "Sales Order".

• Useful in preventing certain users from modifying a Sales Order into an order that is going to impact MRP or automatically create a Job through the header Job process.

If checked, the Work Flow Sequence is required for a Purchase Order to be marked with an "Order Type" of "Purchase Order".

• Useful in preventing certain users from modifying a Purchase Order into an order that is going to impact MRP.
• The system checks to see if new workflow sequences are added to existing POs that have this flag checked and that have other conditions, such as crossing a new higher minimum order extension enabled. In these situations, the system will only allow the user to save the order as a requisition, and not a purchase order, until the workflow has been approved. The exception to this is would be any time a PO order type is not allowed to be changed, for example when a pre-payment is applied to the PO.
• The "Drop Shipment Order Type" field (via Purchasing > Options) works in conjunction with this field when attaching/validating Work Flows on Drop Shipment Purchase Orders.

If checked, this Work Flow Sequence must before completed before a Job can be closed.

• This flag does not prevent material form being produced or relieved.

If checked, the system will copy all the Work Flow details from the original order to the backorders.

• Useful in situations where customers do not wish to have previous approvals and other information cleared when backorders are created.

If checked, the Work Flow Sequence is required for a QC Group to be marked with type "Quality Control Groups".

If checked, the Work Flow Sequence must be completed before a new journal entry, or existing temporary journal entry may be posted.