Workflow Business Rules
Objective
The Workflow Business Rule Maintenance screen creates the rules necessary for approvals and notifications in the MUNIS system.
Procedure
To access the Workflow Business Rule Maintenance screen: 1. Select Financials.
2. Select Budget Processing.
3. Select Budget Workflow Administration. 4. Select Workflow Business Rules.
Field Descriptions
Process Indicates the process for the rule that applies. BGA – Budget Transfer Approvals
BGR – Budget Level Roll Notification
Department This is not used for a budget transfer approval.
Location This is not used.
Group/BU This is not used for a budget transfer approval.
Reason This is not used for a budget transfer approval.
Approver(s) Indicates the user ID of the approver for the business rule.
Role (s) The roles of the approvers for this business rule.
Step Indicates the step at which the approval receives a pending action based on the business rule.
Type Indicates the workflow approval type.
AMT – Basedon the dollar amount of the transaction OVR – For those transactions placing account over budget SEG – For those transactions for a specific general ledger
account segment
SOA – For those transactions meeting a specific dollar amount and general ledger account segment
VER – Verify approval
Min Amt/Max Amt The minimum and maximum dollar amounts required for the action to take place.
Rule Type Indicates the action required of the approver.
Approve = Approver must approve the transaction Notify = Approver is notified but does not need to act
Other Options
Catchall Rule When checked, this indicates that this rule is the default rule if no other rule applies. This ensures that approvals are received for all transactions. If left blank, the transaction is
automatically approved.
All approvers required When checked, all approvers at the same step must approve the transaction.
Alternate Approver The alternate approver for the business rule, if any is defined.
Business Rule Ranges
Line The line number for the business rule.
And/Or For usage with rules with combinations of criteria. Use
parentheses to separate the And portion of the phrase from the Or portion of the phrase. This is used for only those rules with approval types SEG or SOA.
Group by Indicates the start of a group of data.
G/L The segment number from the general ledger account.
Field The description of the field. This is automatically populated.
From The first code in the range of codes.
To The last code in the range of codes.
Group by Indicates the end of a group of data.
Functions
Alt Approver (available in add and update modes)
Displays the alternate approver dialog box.
Duplicate Copies the displayed rule.
Mass Change Approvals Copies the rules and/or pending actions for a specific workflow approver.
Field Descriptions – Alt Approver
Alternate Approver The user to whom the transaction is to be forwarded.
Days/Hours/Minutes Indicates the amount of time that should lapse before the transaction is forwarded.
Field Descriptions – Mass Change
Copy business rules only
When selected, only the business rules from one user to another are copied.
Move business rules and pending actions to a new approver
When selected, the business rules and any pending actions associated with those rules are copied to a new approver.
Remove workflow approver permission from this user
When selected, the workflow permissions are removed from the user. This is only available when the Move business rules and pending actions to a new approver is selected.
Copy/Move From: and Copy/Move To: fields
Process Defines the process of the rules that are to be acted upon in the transfer. This is a required field.
Approver Defines the approver whose rules are to be acted upon. This is a required field.
Department Defines the department of the approver.
Location Defines the location of the approver.
Group/BU Code The group or business unit code for the business rules.
Reason Code Indicates the reason code for the workflow records.
Common Tasks
To add a business rule:
1. Display the Workflow Business Rule Maintenance screen. 2. Click the Add button or press CTRL-A.
3. Enter the appropriate information.
4. Press Enter or click the Accept button to add the record.
To change a business rule:
1. Display the Workflow Business Rule Maintenance screen. 2. Click the Find button or press CTRL-F.
3. Enter or select the desired search criteria in the appropriate field(s). To see all of the rules, leave the fields blank.
4. Press Enter or click the Accept button. 5. Locate the desired business rule. 6. Click the Update button.
7. Make desired changes.
8. Press Enter or click the Accept button.
To delete a business rule:
1. Display the Workflow Business Rule Maintenance screen. 2. Click the Find button or press CTRL-F.
3. Enter or select the desired search criteria in the appropriate field(s). To see all of the rules, leave the fields blank.
4. Press Enter or click the Accept button. 5. Locate the desired business rule. 6. Click the Delete button.
7. Click the Yes, Delete button on the confirmation box to confirm deletion.
To view a list of business rules:
1. Display the Workflow Business Rule Maintenance screen. 2. Click the Find button or press CTRL-F.
3. To restrict the number of rules to be listed, select the desired search criteria in the appropriate field(s). To see all of the rules, leave the fields blank.
4. Press Enter or click the Accept button. 5. Click the Browse button to see the list.
Double-click an item on the list to display the details of the rule. From this, the record can be updated or deleted.
To define an alternate approver:
1. Display the Workflow Business Rule Maintenance screen. 2. Locate the record for the desired rule.
3. Click the Update button.
4. Press the Alt Approver button. 5. Complete the fields as required.
7. Press Enter or click the Accept button.
To copy a rule to use as a template:
1. Display the Workflow Business Rule Maintenance screen. 2. Locate the record for the desired rule.
3. Press the Duplicate button.
4. Change the fields as required. At least one of the required fields must be changed before changing the other fields.
5. Press Enter or click the Accept button.
To move multiple approval rules:
1. Display the Workflow Business Rule Maintenance screen. 2. Locate the record for the desired rule.
3. Press the Mass Change Approvals button.
4. Change the fields as required. At least one of the required fields must be changed before changing the other fields.
