Workflow statuses—Platform Services

Workflow statuses are the values assigned to the object records that let users know where a record is in the workflow life cycle. They also act as a pivot point for assigning next step actions to different processes. Ideally, you start with a default status, and each extra status is reached by executing an action. You can also set triggers to update a record's statuses automatically based on the criteria that you establish.

For example, consider a sales pipeline. A potential customer record is assigned a "Lead" status until a qualifying event happens. Then the potential customer record gets updated using the "Qualify" workflow action to "Qualified Lead." When a customer first buys something, the status changes to "New Customer." Eventually the status changes to "Customer." Updates using workflow actions are what change each workflow status.

Add a workflow status

Add workflow statuses to an object whenever you need more steps in a workflow cycle to meet your business needs. For example, you might have a product development cycle that relies on moving a product through several workflow statuses. Between "QA" and "Release," you need a "Marketing" status for go-to-market activities. Just add the workflow status and revise the workflow actions to make it part of the flow.

To add a workflow status:

1. Go to Platform Services > All > Objects.

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

   Use Filter by Application at the top of the page to filter by custom applications.

3. On the Object Definition page, select Workflow statuses at the top of the page.
4. In the Workflow Statuses section, do one of the following:
   1. Select New workflow status to create a brand new workflow status.
   2. Select Clone next to a workflow status that you want to use as a source.
5. Enter a Status 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, enter an Integration code. The code must be unique. Changing the code after it has been created can interrupt formulas and functions based on the Integration code.
   An Integration code is automatically created for you based on the Status name of your workflow status, so you can leave this field blank.
7. Optionally, select Create a new workflow action for moving records to this status to create a new workflow action for this status.
8. Move actions between the Available actions list and the Selected actions list for each workflow process as needed.
9. Select Save.

Edit a workflow status

The standard process for creating workflows includes several steps. You create workflow statuses and workflow actions. Then you edit workflow statuses to indicate which workflow actions are available to a workflow status within different workflow processes.

1. Go to Platform Services > All > Objects.

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

   Use Filter by Application at the top of the page to filter by custom applications.

3. On the Object Definition page, select Workflow statuses at the top of the page.
4. Select Edit next to the appropriate workflow status.
5. Make changes as needed. If you change your Integration code, be sure to update it in any triggers or formulas across your application.
6. Select Save.

View a list of workflow statuses

1. Go to Platform Services > All > Objects.

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

   Use Filter by Application at the top of the page to filter by custom applications.

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

Reorder workflow statuses

If you set up your application so that users can select workflow statuses from a picklist, consider setting the workflow status display order.

To reorder workflow statuses:

1. Go to Platform Services > All > Objects.

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

   Use Filter by Application at the top of the page to filter by custom applications.

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

Delete a workflow status

When you have a workflow status that no longer meets your business needs, delete it through the Workflow status list on the Object definition page. A best practice is to confirm that the status is not assigned to any records before you delete it.

1. Go to Platform Services > All > Objects.

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

   Use Filter by Application at the top of the page to filter by custom applications.

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