Assigning the Workflow

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

To assign the workflow for the form:

1. Open a Supplemental Data form.
2. In New Form or Edit Form, click the Workflow tab.
3. In When to Start, select values from the drop-down lists:

   • Frequency: How often the data is collected for the form.

   • Schedule from: The collection date:

     • Start Date: The start date of the period
     • End Date: The end date of the period.
     • Close Date: The closing date specified for the period.

   • Start day Offset: Number of days before or after the Start Date, End Date, or Close Date that the data collection date is authorized to begin. It can be a positive or negative number. For example, you can prepare data a few days before the start day, and set -3 for the collection to start 3 days from then.

4. In Workflow, select values for the following:

   • Workflow option: Select an option:

     • 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.

   • Approver View Access - Select an option:

     • Always - Allows approvers to view form data even before it is submitted by the Preparer

     • Workflow - Allows Approvers to view form data only when they are responsible based on the workflow. This is the default option.

       If the data is not available for the Approver to view based on the workflow, the system displays an error message that they cannot view the form content as it has not been promoted to their level within the workflow.

   • Lock Data on Post - When the status of the form posting changes to Post In Progress or Posted, the Lock Data feature will be set for that instance, restricting the redeploy and undeploy functionalities.

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

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

5. In the Users section, the following options are available: Forms and Ad-Hoc. You can define Workflow and Viewer user assignments for Forms or to Ad-Hoc. You can add users in the enabled fields.

   • Click New.

   • To add user:

     • For the Form, select a Workflow, then select users, or groups for the Preparer and Approver. The Workflow member selector is dynamic based on the workflow dimension selected. When selecting a workflow, it shows members of all cubes together (but it displays Yes or No for a cube so that administrators will know the member that belongs to a cube. This is applicable for Default Interval (Entity dimension) also.
     • For the Ad-Hoc, predefine the approval workflow paths for ad-hoc forms to allow preparers to easily select an approval path when creating or editing ad-hoc forms. Individual users, teams, or groups can be defined as approvers and the approval path can be assigned to preparers of ad-hoc forms.

       Optionally, the administrator can set the Ad Hoc Approver Level Overrides option in System Settings to enable or disable the preparer from selecting an approver level when creating ad-hoc forms.

   • Click on Search to display the Search Results. You can use this option to Add or Remove users.

   • To import users from a CSV file, click Import:

     • Click Browse to select the file.
     • For File Delimiter, select Comma, Tab, or select Other, then enter a delimiter.
     • Click Import.

       Note:

       The Export/Import file format allows to include the Allow ad-hoc option on a transaction.

   • To remove a user, select the user, then from the menu bar, click Delete.