Workflow definition

The Workflow Definition page is for creating a structured list of tasks to accomplish to successfully complete the consolidation and reporting processes within the specified time. These tasks can encompass a range of activities, including both activities within the application and external tasks such as general to-do items, specific actions to execute, pages to complete, or operations to run. By defining a workflow, you can effectively organize and manage the various steps involved in the consolidation and reporting processes to ensure timely completion.

A workflow definition typically includes the following components:

  • Inputs: The data or information required to start the workflow.

  • Tasks: A series of steps or activities to complete to achieve the desired outcome.

  • Actors: The people or systems responsible for performing each task.

  • Rules: Any constraints or conditions to follow during the workflow.

  • Outputs: The result or outcome of the workflow.

To access the Workflow Definition page, click Workflows > Workflow Definition.

Define a workflow

Each task has a start date that is based on the consolidation period and also, has a duration. You can set a status on a task to allow you see what has been done and what is yet to be done.

Tasks can be defined by user profile: Admin, Consolidator, End User, or Auditor; and by kind of lists: monthly and year-end closing.

Authorized users can create multiple workflows and have them displayed on the Home page via the Content Panel. You can also use the task list as a tab in the Content Panel.

  1. Go to the Workflows > Workflow Definition page.

  2. Select an existing task list or Create a new task list into which the task will be added.

    • Click .

      • Enter the Name, Description. and Order of the list.

      • Click to create a task list

    • Optionally, select an existing task list from the Task list drop-down.

  3. Add the task details to the new or selected task list.

    • Click

    • Enter the Task Code. No spaces or special characters.

    • Enter a Task Name and a Description.

    • Optionally, select a Parent. If this is the first task, then, it is by default, the parent. If you want to create a folder, leave this field blank.

    • Enter a sort Order.

    • For Task type:

      • Folder: A folder is used to group multiple related tasks together. It does not function as a task itself but serves as a container.

        • To create a folder, selectFolder ,then, click .

        • To add tasks to the folder, select it from the Task list, click , and enter the task details.

      • Task: A task represents a single action with specific details and due dates. It is independent and does not contain other tasks.

        • To create a single task, select Task and proceed to the General tab .

  4. In the General tab, you will assign task owners, specify task start and end dates, screen in which the task will be performed, etc.

    • Visible to - choose the users that will be able to see the task.
    • Consolidation methods - select consolidation method from the list.
    • Predecessor tasks tasks that need to be completed before this one can start.
    • Task owner - the user responsible for performing the task. This user can also reassign the task to another user.

    • Task approver - person who checks and confirms that the task has been completed.

    • Screen - page on which the task is to be performed.

    • Days offset from start date - number of days by which the start date can be delayed.

    • Start date - date on which work should start on the task.

    • Days offset from end date - number of extra days the assigned user can spend on completing the task.

    • End date - date on which the task is to be completed.

    • Process - this option is used for automating tasks e.g., importing data from an external source. An automated task is created by defining a process on the Process Definition page of the Automation menu. Select an applicable process from the drop-down.

  5. Click to commit the details you have entered so far. To add notifications to the task, click the Notifications tab.

  6. In the Notifications tab, you can create notifications and reminders for the task to inform or alert the task owners and task approvers:

    • Enter all the information required in the fields to set up the notification.

    • Click .

    • Click to go to the Schedules page to activate or schedule the Workflow Notifications job. For more information on scheduling jobs, see Job Schedules.

Edit a workflow

  1. In the Task list select the workflow you want to edit.

  2. Click .

  3. Modify the editable fields as needed.

  4. Click .

Remove a workflow

  1. In the Task list select the workflow you want to remove.

  2. Click .

  3. Confirm your action. The workflow and all its tasks are deleted and removed from the list

Export a workflow

  1. In the Task list select the workflow you want to export.

  2. Click . A file link appears below the Task lists drop-down.

  3. Click the link to download the file.

  4. Open your Downloads folder and access the exported file.

Duplicate a workflow

  1. In the Task list select the workflow you want to duplicate.

  2. Click .

  3. In the New List Name field, enter a unique name for the duplicate workflow

  4. Choose an Order for the task.

  5. Click to create a copy of the workflow and its tasks.

Remove a task

  1. In the Task list, select the workflow that contains the task.

  2. In the table below, click the task you want remove.

  3. Click .

  4. Confirm your action. The task is removed from the list.