Enhanced interface

Workflows overview—Platform Services

Workflow processes are specific to objects that contain the Workflow advanced attribute. When the Workflow attribute is assigned to an object, a combination of workflow processes, workflow statuses, and workflow actions becomes available to help you move records through a series of progressive steps. Workflows can apply to a number of applications like moving potential customers along a sales pipeline, moving job applicants through the hiring process, or standardizing methodology to move projects through to completion. You can even add automated actions along the way such as sending emails, calling triggers, creating related records, or simply changing the status.

It's important to understand the relationship between the three building blocks of workflows:

workflow processes
workflow statuses
workflow actions

Workflow processes are like containers that let Sage Intacct know which workflow actions are available for each workflow status. The workflow status is the value assigned to the record. Depending on the workflow process, the workflow status lets Intacct know what workflow actions to display. Workflow actions, displayed as links or buttons, allow users to update statuses. In other words, workflow actions are assigned to workflow statuses for each of the workflow processes.

To create a single-step workflow, create a starting (default) workflow status and a destination workflow status. Then, create a workflow action that changes the status value to the destination workflow status. Lastly, return to edit the starting workflow status and assign the workflow action to that status in the default process.

Simple workflows are single line status changes as a record moves through several steps. As you add decision points to a workflow, where the record status can branch in several ways, workflow construction becomes more complex. For example, you might have a Sales Pipeline application that tracks customers. You often move customers through different steps based on their needs, so offer multiple actions at the right stages and let users decide which actions to use. You might also find that not every record in an object follows the same workflow process. You can have a Product Development Application used for both hardware and software projects. The workflows for hardware and software projects are different from each other. In such cases, consider multiple workflow processes to manage different record types.

Set up an object for workflow

An object must contain the Workflow advanced attribute to use workflows. Once enabled for workflows, you can assign workflow processes, statuses, and actions to the object.

Go to Platform Services > All > Objects.
Find and select the object you want to enable for workflows.
On the Object Definition page, select Edit properties & attributes.
In the Object Attributes section, find Advanced Attributes.
Select the Workflow attribute to enable the object for workflows.
Select Save.

Example of a workflow

You might have an application that tracks product development. It tracks the steps for turning product ideas into finished products ready for market. The product record could be assigned the Workflow attribute. It would have a series of steps called workflow statuses. Statuses, in this case, would be values such as "idea," "market analysis," engineering," "cost analysis," "prototype," and "manufacturing." Moving between each step would need a defined workflow process such as an approval by a manager. Moving between processes could also trigger workflow actions, such as notices to the team or the creation of more records.