Example Settings of Request Workflows

Article Number:040574

You can set various workflows by setting Process Management in your app.
This section describes common examples of setting request workflows.

Workflow Which Includes Send Back and Reject

Below is an example workflow which includes "Send back" and "Reject".

Workflow: Illustration: An example of a workflow that includes "Send back" and "Reject"

Statuses and list of processes:

  • Status
    Before applying, Applying, Send back, Reject, Approved
  • Process list
    Status Assignee Condition Action Next status
    Before applying Created by Apply Applying
    Applying Approver Approve Approved
    Send back Sent back
    Reject Rejected
    Sent back Created by Request again Requesting
    Approver is specified in the User selection field which is placed in the form.

Process Management settings: Screenshot: Record statuses being set on the "Process Management" screen Screenshot: Record process flow settings being set on the "Process Management" screen

Request with Multiple Approvers

Below is an example when any or all of the managers approve an request.
Creating a manager group (role) in Users & system administration, you can set the manager group as a process management assignee. For details, refer to Managing Groups (or Roles).

Select one of the followings, when there are multiple managers (approvers).

  • Select one of the managers when making a request, and that manager approves the request.
  • All of the managers need to approve the request.
  • One of the managers needs to approve the request.

Workflow:
Illustration: An example of a workflow with multiple approvers

Settings when multiple managers are grouped together as a role:

  1. Select "Manager" as an assignee.
    Click the Select users from departments or groups icon to the right of the search box, open the Groups tab on the Select Users dialog, and then select "Manager". In the Process Management settings, the "Select users from departments or groups" icon to the right of the "Assignee List" search box is outlined Screenshot: On the "Select Users" dialog, the "Groups" tab, "Managers" role, and "Add" button are outlined
  2. Specify the way to approve requests.
    When there are multiple assignees, select one of the following options.
    Screenshot: In the Process Management settings, a condition for assignees is being selected from the "Assignee List" drop-down
    • One manager needs to be selected when making a request (User chooses one assignee from the list to take action)
      Screenshot: "User chooses one assignee from the list to take action" is outlined in the "Assignee List" drop-down in the Process Management settings One user is selected as the assignee by the assignee of the previous status when they perform the action. Screenshot: An example of the screen that appears after clicking the "Apply" action button on a record
    • All of the managers need to approve the request (All assignees in the list must take action)
      Screenshot: "All assignees in the list must take action" is outlined in the "Assignee List" drop-down in the Process Management settings All of the managers are assignees, and the record moves to the next status when all of the managers have performed the action.
      Screenshot: An example of the screen that appears after clicking the "Apply" action button on a record
    • One of the managers needs to approve the request (One assignee in the list must take action)
      Screenshot: "One assignee in the list must take action" is outlined in the "Assignee List" drop-down in the Process Management settings All of the managers are assignees, and the record moves to the next status when one of the managers performs the action.
      Screenshot: An example of the screen that appears after clicking the "Apply" action button on a record

Request with Conditional Branching

Below is an example workflow with conditional branching.

Workflow:
Illustration: An example of a workflow with conditional branching

Statuses and list of processes:

  • Status
    Before applying, Pending approval from a senior manager, Pending approval from a manager, Approved
  • Process list
    Status Assignee Condition Action Next status
    Before applying Created by Cost exceeds or equals to one million yen Apply Pending approval from a senior manager
    Cost falls below one million yen Apply Pending approval from a manager
    Pending approval from a senior manager Senior manager Approve Approved
    Send back Before applying
    Pending approval from a manager Manager Approve Approved
    Send back Before applying

Branch Criteria settings: Screenshot: An example of "Conditions to take this action" settings