For each data entry workflow template, you can define workflow approval steps. Use an approval step to approve the data as entered during the workflow execution. For each approval step, define which data must be approved.
You can use these dependency types for workflow approval steps:
Step: Adds a step next to a selected step in the workflow.
Parallel step: Adds a parallel step to a selected step in the workflow. You can add a parallel step to any step, except for the first step.
Group subsequent step: Adds a step that brings together parallel steps in one next step. You can only add a group step if at least one parallel step is defined for the workflow template. For a group step, you must select the steps that are brought together in the group step.
Steps
Go to Data entry workflow > Design > Data entry workflow templates.
In the list, click the link in the desired data entry workflow template.
Click Edit.
Note
Make sure the Workflow diagram section is in edit mode.
In the Workflow diagram section, click Add.
Note
If you want to add a step next to or parallel to another step, first select the desired step in the workflow diagram.
Click the desired dependency type.
In the Step name field, type a value.
In the Description field, type a value.
In the Type field, select 'Approval'.
Define how the entered data is approved.
You can select one of these options:
Fields: Select the fields for which data must be approved. Select any field which data is entered in one of the previous steps.
Steps: Select the steps to be approved. (Do not use this option. It is currently unavailable.)
In the Approval configuration field, select 'Fields'.
During workflow execution, all entered data is stored in a staging table. When the workflow is finished, the entered data is copied from the staging table to the target company tables.
However, for each step, you can indicate if the entered data must already be copied from the staging table to the target company tables when the step is finished.
Select Yes in the Transfer to target field.
If Data quality studio is installed on the same environment as Data entry workflow, these solutions are automatically integrated.
For a step, you can indicate if duplicate checks must be done by Data quality studio. A duplicate check rule checks if the data doesn't already exist in a table.
On completing a task, which is created based on the step, all applicable duplicate checks are done.
Select Yes in the Duplicate check field.
You can block approval by users who have submitted data for the data entry step.
Select Yes in the Disallow approval by submitter field.
If you disallow approval by submitter, it can happen that all users of the assigned team or with the assigned role have entered data for the data entry step. So, none of them can approve the data in a subsequent approval step.
For this scenario, you can assign a user who can approve the data. This can be a user who has submitted data for a previous data entry step. So, there's always a user who can approve the data.
In the Final approver field, enter or select a value.
If the data entry workflow is started by a Connectivity studio integration, data is automatically entered by the integration. In this case, you can automatically complete the approval step. So, no user interaction is required.
Also steps in the workflow can be completed automatically.
Select Yes in the Auto-complete field.
Note
If the data entry workflow is started manually and not by a Connectivity Studio integration, the Auto-complete setting is not applicable.
You can set a time limit within which the workflow step must be done.
Based on the time limit and the calendar, which is defined in the Data entry workflow parameters, the elapsed time is calculated for the workflow tasks.
In the Time unit field, select the unit in which the time limit is expressed.
Note
You can use custom alerts to notify when a time limit is due. You can do so based on the elapsed time of a workflow task.
In the Time length field, enter the number of time units for the time limit.
You can enter the desired instructions for the workflow step.
The header instructions are shown at the top of the workflow task page.
In the Header instructions field, type a value.
You can enter the desired additional instructions for the workflow step. For example, notes or checks to be done before finishing the workflow task.
The footer instructions are shown at the bottom of the workflow task page.
In the Footer instructions field, type a value.
Sub-task: Select previous steps for 'Group subsequent step'.
If you create a 'Group subsequent step', you must select at least two steps that must have the group step as next step.
Expand the Previous steps section.
In the list, find and select the desired previous steps.
Click OK.
Sub-task: Define detailed step settings.
To change the Steps section to edit mode, in the Workflow diagram section, click Finish.
You can allow approvers to change field values directly on approval tasks.
In the Steps section, on the Details tab, select Yes in the Allowed to update field.
A data entry workflow can have several approval steps. By default, if a field is already approved in an earlier step, it remains locked in later approval steps. Approvers can’t raise a change request or update the value.
You can allow later approvers to act on such fields. If you select:
Yes: Approvers can reapprove or raise a change request for fields approved in an earlier step. If the Allowed to update field is also set to Yes, and the field is editable, approvers can also update the value.
No: Fields approved in an earlier step remain locked in later steps (standard behavior).
In the Allow reapproval of previously approved fields field, select an option.
Note
A field that is set to non-editable always remains read-only, regardless of this setting or the Allowed to update field.
If a field can be reapproved, its approval status from a previous approval task is shown for information purposes.
Define which users are reassigned the workflow task when an approver raises a change request for data approved in this step.
You can select one of these options:
All assignees: Reassigns the change request to all users configured for this step. Email notifications are sent to all these users.
Original submitter: Reassigns the change request only to the user who originally submitted or completed this step. The email notification is sent only to that user.
Note
If the submitter's role has changed or the submitter is unavailable (inactive/disabled/deleted), automatically the step is reassigned to all assignees and a warning is logged.
In the Change request assignment field, select an option.
If a field is editable in more than one step, define which step is reactivated when an approver raises a change request for that field.
You can select one of these options:
Yes: Routes the change request to the latest step where the field is editable. This reduces unnecessary repetition by reopening only the most relevant workflow step for modification.
No: Routes the change request to the first step where the field is editable (standard behavior).
In the Route change request to latest editable step field, select an option.
You can indicate if the target company selection grid is shown on the workflow task for the step.
For example, you can show the target company selection grid for the initial step.Select Yes in the Show company selection field.
Note
This field is only available for steps:
Other than the last step of the workflow.
For which Transfer to target is disabled.
You can only apply this functionality if the Master Data Management integration is set up with company selection. For more information, see Set up Master Data Management integration.
If the Show company selection field is set to Yes, you can indicate if users can modify the target company list, or only review it.
Select Yes in the Disable company selection field.
Note
For steps with one of the following conditions, this means that the company selection grid, as set in the Master Data Management integration setup, is not editable in the workflow task:
The last step of the workflow.
An intermediate workflow step for which Transfer to target is disabled.
Notes
If a step is created, you can view and edit the step settings on the Data entry workflow template page, in the Steps section. To do so select a step and open the Details tab.