Modifying the Purchase PO Workflow

• Overview
• Changing the Workflow Email Templates
• Changing Workflow Action Names and Order
• Restricting Who Can Perform Workflow Actions
• Deleting Workflow Actions

Overview

The Purchase PO workflow has default settings that are sufficient for most Flex users. But you can modify the Purchase PO workflow to work the way that your company operates. For example, you might want to change the wording of the "Submit for Approval" email. Or maybe you want to bypass the approval process and go straight to PO - Confirmed.

This page will show you how to do basic changes to the Purchase PO workflow. For more detailed workflow modification instructions, see the following pages:

• Workflow Overview
• Workflow Actions
• Workflow Jobs

Changing the Workflow Email Templates

When executing some workflow actions, an email can be sent to certain people with information about the action that was performed. For example, when you click Submit for Approval, an email template appears with information about the Purchase PO, which can then be sent to certain people. This email template is called a Workflow Job and can be modified.

1. On the Projects menu, click Workflow Jobs.
2. Double-click the Workflow Job that you want to edit.
3. Make any edits, including "From Address," "To Address," "Subject," and "Message Text."
4. Click UPDATE.

In the "From Address" field, notice that the code "USER" is being used. This will automatically fill in the "From Address" with whoever clicked the workflow action.

The "To Address," by default, uses the code "AUTO." This will automatically fill in the responsible person's (Account Manager, by default) email address. You can add additional "To Address" emails in this field, separated by comma.

The "Subject" and "Message Text" fields include both regular text and substitution tokens. The substitution tokens will pull information from the Purchase PO that you executed the workflow action on. 

Changing Workflow Action Names and Order

The default workflow action names can be modified.

1. On the Projects menu, click Workflow.
2. Double-click PO Workflow. (This is the default name. It might be called something different in your system.)
3. Click on the workflow action name that you want to edit (listed in the Actions column).
4. Make edits in the Name field.
5. Click UPDATE.

You can also change the order in which the workflow actions appear on a Purchase PO. This is done in the workflow state settings page.

1. On the Projects menu, click Workflow.
2. Double-click PO Workflow. (This is the default name. It might be called something different in your system.)
3. Double-click the workflow state that you want to edit (listed in the Name column).
4. Drag and drop the workflow action names (in the Outflow section) to change the order in which they appear.
5. Click UPDATE.

Restricting Who Can Perform Workflow Actions

Each workflow action has an Executor Groups setting, which allows you to restrict who can execute the workflow action. You can add a security group to the Executor Groups and only people who belong to that security group will be able to view and execute the workflow action.

1. On the Projects menu, click Workflow.
2. Double-click PO Workflow. (This is the default name. It might be called something different in your system.)
3. Click on the workflow action name that you want to add a restriction to (listed in the Actions column).
4. In the Executor Groups section, choose a security group from the drop-down menu and click ADD.
5. Click UPDATE.

Deleting Workflow Actions

If there are some workflow actions that you do not need to use, then you can delete those actions from the PO workflow.

1. On the Projects menu, click Workflow.
2. Double-click PO Workflow. (This is the default name. It might be called something different in your system.)
3. Click on the workflow action name that you want to delete (listed in the Actions column).
4. Click Delete this Workflow Action in the Workbench Menu.