The Workflow feature in the Budgets and Forecasts module provides a simple, yet powerful, way of allowing users to collaborate simultaneously on various parts of the budget or forecast, while ensuring that only one user can edit a row at any given time.
The budget owner starts with all rows assigned to them and will eventually have all rows assigned back to them. There is a workflow cell for each row in a worksheet, so the responsibility of setting the values for each of those rows, such as account codes, can be delegated to a specific user, who becomes the workflow owner.
In a worksheet, in general, the workflow sits at the lowest level in the hierarchy, such as the General Ledger accounts, so you need to expand the rows to get to that level and view the workflow. If you later add a level to the worksheet, the workflow is no longer at the lowest level.
The Workflow column displays between the dimensions and the Total columns. It has the following key elements, as identified by the numbers in the image below.
Expand / Collapse buttons - These buttons allow you to display, partially display or hide the Workflow column according to your needs. For example, if you are in the process of reviewing the workflow, you can expand the column, so you can clearly see the workflow status and owner for each row. However, if you are entering values, you can collapse the column to get a better view of the grid. You also have the option of the partial workflow view, which is a compact version of the expanded view, where the user names and workflow statuses are abbreviated. You can hover over the buttons to display the details.
Predecessor identifier - The initials of the user one step up the workflow chain from the current user, typically the assigner. You can hover over the initials to displays the user’s full name.
Workflow status - The current status of the workflow for the row. You can click this status button to change the status, such as assign the task to another user.
Current workflow owner - The full name of the current owner of the workflow row.
Reference - This column might display the Mark as Complete button, which is available to the budget owner and if a comment is added when the workflow status is changed, the comment button displays for all users.
The workflow status identifies the progress of the row. Possible workflow statuses values are:
Baseline - The initial status of the workflow; the budget owner has not yet assigned the task to a user, so they are the workflow owner.
Assigned - The task was assigned to a user (the assignee; new workflow owner).
Submitted - The task was completed by the assignee and handed back to the assigner.
Rejected - The assigner reviewed the submitted task but was not satisfied with the result, so sent it back to the assignee.
Accepted - The assigner reviewed the submitted task and is satisfied with the result.
Completed - The final status of the workflow; the task has moved through its all the stages in the workflow.
Driven - This is not a workflow status as such but it displays in the Workflow column when the values are automatically driven by a driver tab, for example, the Sales tab. No user is involved in the workflow on this worksheet, however, a workflow might be in use in the driver tab itself.
The following diagram illustrates a simple example of a row workflow, from the first status (Baseline) to the last (Completed).
The workflow ownership changes hands as the workflow progresses. The first workflow owner (baseline) of a row is the budget owner. When the budget owner assigns a task to a user, that user becomes the new workflow owner.
Points to note:
The full name of the current workflow owner of a row displays in the Workflow column. If this is you (signed in user), your name will display in pink, otherwise it will be grey. The images in the table below illustrate this concept.
Only the workflow owner of a row can edit the values for that row. The row appears with a yellow background. All other rows are white and their cells are not editable. The images in the table below illustrate this concept.
The current workflow owner can update the progress of the row’s workflow, such as assign the task to another user or submit the row back to the assigner. When they do so, they are no longer the workflow owner, so they cannot edit the values in the row any more.
The current workflow owner can be unassigned from the row at any time by the assigner.
User that is signed in
What they can see
User that is signed in
What they can see
Charlie (budget owner)
Bill (assigned to one row)
Andy (not involved in the workflow for these rows)