Workflow processes—Platform Services

Workflow processes are like containers for a set of workflow statuses and workflow actions. When a workflow process is assigned to a record, the workflow actions displayed for the record depend on the workflow status settings for that workflow process. In other words, creating a workflow process involves naming and saving the workflow process. The behavior related with the workflow process is set in the workflow status properties.

Add a workflow process

Workflow processes determine the workflow actions available at any given workflow status. If you want different records to have different available workflow actions for a given workflow status, then add multiple workflow processes.

For example, let's say you have a Product Development application that's used for tracking the development of hardware and software. You move a hardware product record through these workflow statuses:

Created > Requirements > Engineering > Prototype > Testing > Production

But you move a software product record through the following workflow statuses:

Created > Requirements > Coding > Testing > Release

You need a different set of actions available to each record type. In this case, you would have two workflow processes, one for hardware and another for software.

To add a workflow process:

1. Go to Platform Services > All > Objects.

2. Find and select the object to which you want to add a workflow process.

   Use the Filter by application dropdown list at the top of the page to filter by custom applications.

3. On the Object Definition page, select Workflow processes at the top of the page.
4. In the Workflow processes section, do one of the following:
   1. Select New Workflow process to create a brand new workflow process.
   2. Select Clone next to an existing workflow process that you want to use as a source.
5. Enter a Process name.

To choose the language to use for the label or labels, select Add labels for different languages.

Prerequisite: Ensure that Enable developer translation tools is on. Go to Company > Setup and select Company to edit this setting.

A dialog appears to define language labels.

The language selection only applies to the labels and not to the field data.

You can select from the following languages:

• English (Australia)
• English (United States)
• English (United Kingdom)
• English (South Africa)
• French (France)
• French (Canada)
• German (Germany)
• Spanish (Spain)

The company’s default language determines the base language from which custom object, custom field, and relationship labels are defined. For example, if UK English is the company's default language, the custom object's base labels default to UK English.

The user's language preference overrides the company language preference.

If the user's language preference is not defined in the label, the label defaults to the company language preference.

Let's say that you:

• Set UK English as the company's default language.
• Defined a custom object with a label for German but not for French.

If you have a user whose language preference is set to German, they see the German label. Users whose language preference is set to French see the label displayed in UK English.

Custom labels defined for multiple languages appear in all locations within Sage Intacct that single language labels appear.

6. Optionally, add an Integration code.
   An Integration code is automatically created for you based on the Process name of your workflow process, so you can leave this field blank.
7. In Default status, choose a status to which you want records to be moved when this process is complete.
8. Select Save.

Edit a workflow process

1. Go to Platform Services > All > Objects.

2. Find and select the object with the workflow process you want to edit.

   Use the Filter by application dropdown list at the top of the page to filter by custom applications.

3. On the Object Definition page, select Workflow processes at the top of the page.
4. Select Edit next to the appropriate workflow process.
5. Make changes as needed.
6. Select Save.

View a list of workflow processes

1. Go to Platform Services > All > Objects.

2. Find and select the object with the workflow process you want to view.

   Use the Filter by application dropdown list at the top of the page to filter by custom applications.

3. On the Object Definition page, select Workflow processes at the top of the page.

Reorder workflow processes

When users set workflow processes for records, they select them from a picklist. You set the picklist display order by changing the display order in the Workflow processes list.

1. Go to Platform Services > All > Objects.

2. Find and select the object with the workflow processes you want to reorder.

   Use the Filter by application dropdown list at the top of the page to filter by custom applications.

3. On the Object Definition page, select Workflow processes at the top of the page.
4. Select Reorder in the Workflow processes section.
5. Select a workflow process, then move it up or down the list as needed.
6. Select Save.

Delete a workflow process

When a workflow process is no longer useful to your application, you can delete it. After you delete a workflow process, it cannot be restored. As a best practice, you will want to replace it with another process in your object records.

1. Go to Platform Services > All > Objects.

2. Find and select the object with the workflow process you want to delete.

   Use the Filter by application dropdown list at the top of the page to filter by custom applications.

3. On the Object Definition page, select Workflow processes at the top of the page.
4. Select the Del link next to the appropriate workflow process.
5. On the confirmation dialog box, select Yes, then select Delete.