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The information on this page applies to budget owners and administrators only. |
As the budget owner, your name displays as the baseline in the workflow for all budget rows, which means that the workflow starts and stops with you.
As illustrated in the diagram below, you assign tasks (budget rows) to other users and when they complete those tasks, they submit the rows back to you. You can then review those budget rows and either accept or reject them. When you believe there is no more work to do for the rows, you can mark them as complete.
Preparing the budget is a collaborative process but you can have peace of mind of knowing that while multiple
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Click on a workflow label (e.g.,'Baseline', ‘Assigned’ and so on), add a comment and choose who to assign the line to. In the example below the user is assigning UK Cleaning to ‘Andy Admin’. Andy Admin will now be notified of a task to complete.
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Once you assign an item, the cells in that row turn from yellow to white, indicating that you can no longer edit those cells or enter data into them. If, however, if you realize you do need to alter something, you can unassign the line from ‘Andy Admin’ while you make your change and re-assign it.
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When Andy submits the item back to you, it will appear as a task under your profile picture in Phocas Budgeting and Forecasting and will appear on your home screen as a task.
Any comments added by the assignee in a particular cell will be flagged by a purple triangle in the top-right corner of a cell. Hover to view an excerpt of the comment and click to view the full comment.
Comments attached to a workflow action, i.e. when assigning or submitting accounts will appear as a purple speech bubble.
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in that row.
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To help you manage the workflow process, add administrators to the budget workbook. |
Assign tasks
You can assign tasks individually by row or select multiple rows and assign tasks in bulk.
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You can multi-select ‘like’ rows, which are rows that have the same resulting action, for example, all rows you want to assign to a particular user. These rows can contain a mix of predecessors, owners and actions. The first row you select determines which other rows can be selected. The ‘like’ (similar) rows become available for selection via their check boxes. As ‘unlike’ rows cannot be selected, so their check boxes do not display. When you make a selection, you can click on any row in that selection to proceed with assigning the rows. |
In the Workflow column of a row (or row within a selection of rows), click the workflow status button (it will display as Baseline initially).
In the workflow window, enter a comment, if required.
Click the Assign button and select the required user.
The workflow window closes instantly and the Workflow column updates to reflect your changes - the label on the Baseline button changes to Assigned and your name is replaced by the user you assigned the task to. Your initials (predecessor identifier) remain, so other users can see who assigned the task.
If you change your mind, make a mistake or want to edit the budget values in the row yourself, you can unassign the user from the row. Click the Assigned button, then click Unassign. The row returns to you and the other user loses the ability to edit the data.
For example, in the image below, you can see that the budget owner Charlie C.Epho assigned some of the Marketing rows to Mark Marketing and Andy Admin, and the Direct Fuel and Telephone rows to Bill Branchmanager. Charlie remains as the baseline for the remaining Marketing rows, as she didn’t assign them to anyone else. She could not assign the Salary & Wages row to any user, as it is being driven (by the Headcount driver tab).
Review completed budget values
When users complete their tasks, they might assign the rows to other users for their input or submit the rows straight back to you. Ultimately, as the budget owner, the rows end up back with you.
When a user submits a task, a notification displays in the Tasks button in the top right corner. In the image below, Charlie was notified about two tasks and when he clicked the Tasks button he could see they were two rows submitted by Bill Branchmanager.
You can either click a task summary to go straight to the corresponding row in the budget worksheet, which displays in blue, or click the My tasks button in the search box to filter the budget worksheet and view only the rows that were submitted or assigned to you.
Review the budget values that were completed by the user and read any comments that were added against the cells. You can also review the workflow comments and workflow history, to see how the row progressed from the baseline to being a fully completed budget line item.
Accept or reject rows
If you are satisfied with a row, you can accept it. If you are not satisfied with the row, you can make your own revisions, then accept the row, or reject the row and send it back to the user for further editing. The workflow continues until you finally accept the row. You can also accept or reject rows in bulk.
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You can multi-select ‘like’ rows, which are rows that have the same resulting action, for example, all rows that have been submitted to you that you want to accept. These rows can contain a mix of predecessors, owners and actions. The first row you select determines which other rows can be selected. The ‘like’ (similar) rows become available for selection via their check boxes. As ‘unlike’ rows cannot be selected, so their check boxes do not display. When you make a selection, you can click on any row in that selection to proceed with the action, such as accepting the row. |
In the Workflow column of a row (or row within a selection), click the Submitted button.
In the workflow window, enter a comment, if required.
Click Accept or Reject, as applicable.
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When you accept a row, you can mark the row as complete, as a personal reminder that you have reviewed and accepted the budget values. |
Mark a row as completed
The Completed status in the workflow is for reference purposes; it is simply a note to the budget owner that the data entry for the row is complete and has been reviewed. You do not need to mark every row as 'completed’ before you can publish or use the budget. You can use this status as a reminder to you that you have reviewed the row and are comfortable with it.
When the workflow is back with you, you can mark the row as complete in two ways:
Click the Mark as Complete button
.Click the Accepted button, enter a comment, if required and click Complete.
Either way, the Workflow column updates to reflect your changes - the green Completed button displays and your name no longer displays, indicating that the workflow has stopped.
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To save time, you can select multiple rows and mark one of them as complete - all of the selected rows will display as completed. |
If you need to undo this action and reopen the row in the workflow, click the Completed button .
On this page
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Related pages
Manage the workflow
Contribute to the workflow
View the workflow history
View workflow comments