Configuration
From a regulatory standpoint, requesting approval upon work order state update represents a valuable possibility, even if not strictly mandatory in a GMP environment. Life Sciences Enterprise Asset Management provides a new Work order approval parameter available in the Asset management parameters form (Asset management > Setup > Asset management parameters). The parameter allows users to activate or disable the approval workflow for work orders.
The workflow template can be set up in the Asset management workflows form (Asset management > Setup > Asset management workflows).
STAEDEAN Life Sciences workflow templates leverages D365 F&SCM workflow engines and standards. Please refer to the Microsoft Dynamics 365 Finance & Supply Chain Management training material for information on how to configure a workflow instance.
An example of a work order approval workflow can consist of the following steps:
Conditional decisions: if the work order is of type Breakdown, the system runs all workflow steps; if it belongs to another type, it goes directly to the last step.
Parallel or sequential review tasks (check the performed jobs, verify hours and spare parts consumption).
A final approval step.
Users can define at which stage of the work order lifecycle the approval workflow must be completed by configuring the Approval workflow parameter in the Work order lifecycle states form (Asset management > Setup > Work orders > Lifecycle states). When the parameter is enabled for a work order state, the system will validate the status of the approval workflow upon update to that specific state.
The Type field defines the system behavior when the work order lifecycle state is updated without approval completion first. Users can choose among the following options:
Information: the system allows for the work order state update even if the approval process is not yet completed. An information message informs the user that the work order approval workflow is not completed yet.
Warning: the system allows for the work order state update even if the approval process is not yet completed. A warning message informs the user that the work order approval workflow is not completed yet.
Error: the system does not allow for the work order state update when the approval process is not completed. An error message informs the user that the work order approval workflow is not completed yet.
Processing
If the approval workflow is enabled and configured for work orders, the Workflow button is displayed in the All work orders form (Asset management > Work orders > All work orders) and can be used to perform workflow submission, tasks and approval.
The Workflow state of the work order is used to indicate the status of the workflow (for example, Not submitted or Pending approval). Once a work order is submitted to the workflow and all the approval steps have been completed, its Workflow state is automatically set to Completed.