A workflow module lists the records of one workflow, for example each case or request it tracks, and lets users move them along with actions. How each workflow looks and behaves is set in Workflow Setup.
The module's heading is the workflow's Code.
The workflow's settings decide which header fields appear: customer or supplier and contact, staff, item, Ref1 to Ref3, and the reminders.
Actions add items to the record (notes, appointments, files, forms and transactions) and can change its status.
A transaction created from a workflow has the menu option Open <workflow name>, which opens the linked workflow records.
Info
You need user access (or supervisor access) to the module: the user setting Workflows & Workspace > Workflows – User Access (Select Modules). Without it, the message "Access Denied" appears.
Navigation Example
Main Menu > Select the workflow module (under the Workflow menu items)
Only the fields the workflow uses are shown. The captions of Staff, Product and Ref1 to Ref3 are set per workflow.
Field
Description
No.
The record number.
Date
The date the record was created.
Status
The record's status. It may be locked: see Read-Only Statuses below.
Note
A short note next to the status.
Customer / Supplier
The linked company. The button next to it opens the customer or supplier summary ("Customer has not been linked." when the field is empty).
Contact
A contact of the company. It is filled in when the company has only one contact.
Staff
The linked staff member. When the workflow links reps, the customer's rep is filled in.
Product
The linked item. The button next to it opens the item summary.
Ref1 to Ref3
Reference fields. They may have a list of values.
Entity
The record's entity. Only entities linked to you can be selected: otherwise "Invalid selection. Only Entities linked to the User may be selected." appears.
Updated
The user who created the record and the date of the latest item.
Remind: Lists the users with access to the module. Tick a user to add a reminder for them, dated by the period next to it (Now, or after the Days, Weeks or Months you enter). Untick to remove it.
Set: Sets the reminder date of the selected users again and reopens their reminders.
The reminders list shows each user with the date and time. A reminder's text is the record's item and references.
The section is hidden when the workflow setting Hide Reminders is checked.
Click Actions (button) and select an action. Greyed-out actions wait for the actions they depend on.
If the action asks for a status, select it.
The record is saved and the action runs (see the table below).
The status changes to the action's Change Status to status, if it has one.
Type
What happens
Note
A note item is added with the action's description and note, and the note editor opens.
Appointment
An appointment item is added with your resource, today's date and a one-hour slot. Saving it creates an event in the calendar; clearing the resource or start time deletes the event.
Input Form
An item is added and its input fields open for you to fill in.
Load a File
Select a file. It is copied to the documents folder and added as an item.
The items section shows what the actions have added. Its caption and the Timeline view's name come from the workflow setting Caption – Items (Timeline).
