This Article includes all the feature enhancements made in 25.1 under Workflow Management
25.1 Workflow Management Feature Enhacements
Workflow Admin – Update Approval and Email Steps to Use New User Swap List
Description of Change
Previously when configuring workflow (Admin | Configuration | Workflow) user selection was combined with other elements such as workflow variables within a single swap list.
For customers with large numbers of users this caused delays in loading some of the elements on the workflow canvas. The selection of users is now via a separate swaplist. There is no change to the functionality of the workflow elements themselves and there is no need to update any existing workflow configuration as a result of this change.
This change applies to the following elements within the workflow canvas:
Workflow Email
Workflow Approval (single) - Selecting Approver
Workflow Approval (single) - Overdue actions - Email Specified Users
Workflow Approval (single) - Month end actions - Email Specified Users
Workflow Approval (multi) - Add/edit approval
Workflow Approval (multi) - Overdue actions - Email Specified Users
Workflow Approval (multi) - Month end actions - Email Specified Users
For example, where previously the selector for email recipients would have looked like this:
It is now split into two separate controls:
Workflow Update Step – Allow Bulk updates
Description of Change
The workflow update step now supports bulk updates, improving efficiency and organization within workflows.
A new reorder grid has been introduced above the Update Element within Workflow section, providing better control and visibility over update steps. Users can now concatenate multiple individual update steps into a single step, significantly enhancing workflow performance and reducing load times. Additionally, previous versions of the Update Element within Workflow are accurately mapped to the new reorder grid, ensuring seamless version tracking.
Workflow Variables for Approval Steps
Feature Description
This feature will make key approval data, such as approval status, approver, approval date, comments, delegation status, and delegation details, available as distinct variables for each workflow step (e.g., PM Approval, Finance Approval). These data points can be written to custom fields, used in workflow conditions, and leveraged in reporting, providing greater flexibility for dynamic workflows and improved tracking. By capturing and making this information accessible, the system enhances customization options and enables better reporting on approval outcomes and delegation usage, adding broader value to the product.
1.Data Capture for Approval Steps:
Upon completion of each approval step (e.g., PM Approval, Finance Approval), the system must capture and store the following variables: Approval Status (Boolean), Approver (User ID), Approval Date (Date), Comments (String), Delegation Status (Boolean), and Delegated By (User ID).
PM Approval Approved (boolean)
PM Approval Approver (userid)
PM Approval Date (date)
PM Approval Comments (string)
PM Approval Delegate (Boolean)
PM Approval Delegated By (userid)
Finance Approval Approved (boolean)
Finance Approval Approver (userid)
Finance Approval Date (date)
Finance Approval Comments (string)
Finance Approval Delegate (Boolean)
Finance Approval Delegated By (userid)
2.Custom Fields Integration:
The captured approval data points must be available for writing into custom fields within the workflow, ensuring they can be accessed and updated for use in future workflow steps or external tracking.
3. Workflow Conditions and Reporting:
The approval data variables must be usable in workflow conditions for creating dynamic logic, and must also be available for reporting purposes, enabling users to analyze approval actions and delegation details across workflows.
Workflow History Updates
Feature Description:
The enhanced Workflow Audit History feature will provide detailed visibility into parallel and multi-step approval processes, allowing users to easily track key information such as who approved or rejected each step, the date and time of the action, any comments made, and whether the approval was done by a delegate. In delegation cases, the audit will show who the approval was delegated from. These enhancements improve transparency, accountability, and traceability, making it easier for users to navigate complex workflows and meet compliance or audit requirements.
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