Assigning the Workflow

Use the Workflow tab to assign the workflow for the form.

  To assign the workflow for the form:

  1. In New Form or Edit Form, click the Workflow tab.

  2. In When to Start, enter the following:

    • Frequency—How often the data is collected for this form.

    • Schedule from—The collection date:

      • End Date––The end date of the period.

      • Close Date––The closing date specified for the period in the Manage period window.

    • Start day Offset––The start date for the data collection of this form. It must be a positive number and determines the number of days after the End date or Close Date (selected in step 2) the collection date is authorized to begin.

  3. In Workflow, enter the following:

    • Workflow option––Select one:

      • Prepare

      • Prepare and then Approve

      • Prepare, then Approve, and then Post

      • Prepare and then Post

      • Post

    • Level of Approval—Select up to 10 levels of approvers.

    • Duration for—The maximum number of days allowed for a specific action per user:

      • Preparer—The maximum number of days allowed for data entry (submission)

      • Approver—The maximum number of days allowed for each level of approval

      • Integrator—The number of days allowed for posting

      This data determines the scheduled completion date for submission, approval, and posting depending on the workflow option.

      If the preparer is late for submission, the approver's due date remains the same.

      When the approver rejects the submission, regardless of during which level of approval it was rejected, the form always returns to the preparer. Hence, only the preparer can make changes to the data and resubmit. The process starts over upon resubmission.

  4. In the Users section, add or delete users in the enabled fields:

    • To add a user, click Actions, then New. Enter each field: select the Entity and each of the users that are assigned to the form template; for example: Preparer, Approver 1(up to the maximum assigned), Integrator.

    • To delete a user, select a user, then click Actions, and then Delete.

  5. Click Save, Save and Close, or Close.