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Workflow Setup Node

Use the Workflow Setup node to:

• Add or edit workflow setups for the selected BP
• Choose a workflow design and assign a name for the workflow setup
• Determine the workflow status
• Select the record format to be used for Notification and Document Manager
• Set the details for workflow settings such as Phases, and select users or groups who are to be notified when the workflow is complete

  Note: The system validates whether each selected user's company exists. If not, the system adds the Partner Company as a Member Company.

To access the workflow setup fields:

1. Go to the Company Workspace tab and switch to Admin mode.
2. In the left Navigator, select Templates, select Shells, select Projects, and open the [shell instance].
3. In the left Navigator, select Setup, select Business Process, and open the applicable [BP].
4. In the left Navigator, select Workflow Setup.

The Workflow Setup window has the following tabs:

General tab

Use the fields in this tab to:

• Setup Name: Assign a name for the workflow setup
• Status: Select the status of the workflow, and click Error Check.
• Default Record format for Notification and Document Manager: Select which record format the system should use for Notification and Document Manager (you can also specify this per step as indicated in the previous section.)

Settings tab

Use the fields in this tab to set the details of the workflow and workflow steps. This tab is divided into two panes. The left pane shows the workflow and workflow steps. The right pane (Workflow Configuration) shows the properties of the workflow and workflow steps.

When you select the top node <Workflow Name> from the left pane, you can set the following parameters in the Workflow Configuration (the right pane):

• Workflow Settings
  • Enable Workflow Duration
  • Workflow Duration
  • Override Workflow Due Date
• Phases
  • Allowed in all phases
  • Allow only in phases
• Additional Information
  • Notify users or groups on workflow completion:

    Lets you select users or groups who will be notified when the workflow is complete.

Behavior of the Due Date (due_date) Field

In the Workflow Settings field in the Workflow Setup of a BP, if the Override Workflow Due Date field is set as Yes, you can edit the due date in the creation step. If the Override Workflow Due Date field is set as No, you cannot edit the due date in the creation step. Also, you cannot edit the Due Date if the work has started or the work has moved to the next step (is in-flight) in the workflow process.

When you create workflow BP records through file imports (CSV or Microsoft Excel), the system currently sets the Due Date automatically based on the Workflow Settings; the Due Date provided in the input file is ignored. Also, when you update workflow BP records through file imports (CSV or Microsoft Excel), the system uses the Due Date that was based on the Workflow Settings and ignores the Due Date provided in the input file.

As mentioned above, the Custom Notifications lets you determine whether the default notification must be sent or a customized one (determined by the email notification elements selected on the view form in the BP design).

If you select a user or group in the Send Notifications to: field (in the Notification tab) and do not select a user or group for the Notify users or groups on workflow completion field, the system will only send the email notification to the selected users (indicated in the Send Notifications to: field) if one of the following triggering events occur: Edit Upper Form, Add General Comments, or Add/Remove Attachments.

The Custom Notifications fields:

• Are used only for specifying what type of email notification template to use for different email notification types
• Are not related to any of the triggering events

If you want an email notification to be sent when the workflow is complete, or at the end step, configure this when you are setting up the workflow. You can determine the step-specific notifications that are to be triggered when the BP record moves from one step to the next.

When you select a sub-node <Step Name> from the left pane, you can set the following email notification options in the Email Notification block:

• Email Response: Enable response via email

  To allow the user to respond to an email.

• Email Attachments:

  To allow the user to:

  • Include both record and line item attachments
  • Include record information as attachment
    • Override default format
• Format:

  To allow the user to select a print format:

  • PDF
  • Custom
• Email content

  To allow the user to include the email content.

  Note: Within all the steps, the Additional Information block lets you select to Save Record Information to Document Manager.

Integration tab

The Integration tab displays only if Oracle Integration is enabled in the Company Workspace (Admin mode) by establishing a connection that sets the Enable Integration field to Yes. (For more connection-related information, see Enabling Oracle Integration in the Unifier General Administration Guide.) If you plan to use integrations from Oracle Integration in workflow BPs, select the specific integration name for an action in a workflow step.

Notes:

• A workflow step may contain multiple actions.
• Actions and steps may differ for each workflow setup.

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Last Published Tuesday, April 8, 2025