Define Sequences

Abstract

Product: Custom Approval Workflow.

Managing Sequences

Sequences determine approval routing. Once the final list of approval roles is compiled, sequences are created to put the approvers in the correct order for each organization. Sequences are based on combinations of organizational units, such as Company, Business Unit, and Department. It is recommended to create a default sequence that can be used for all approvals within your organization. For more information on assigning codes to the default sequence, see Audit System Changes.

After creating a sequence, it must be assigned to one or more levels in your organization. When Custom Approval Workflow was set for your organization, a unique code was assigned to each level in your organization, for example each division and department.

Process

Creating a sequence

Editing or deleting a sequence does not affect any workflows that are running.

1. Access Custom Approval Workflow and select the Admin tab.

2. Select Sequences → Add/ Edit/ Delete sequences.

3. To add a sequence:

   1. On the Manage Sequences screen, select Add.

   2. Insert a name for the sequence in the Sequence Name section.

   3. Select Save.

4. To edit a sequence:

   1. In the Sequences list, find the sequence to edit and select Edit.

   2. Update the sequence name.

   3. Select Save.

5. To delete a sequence:

   1. In the Sequences list, find the sequence to delete and select Delete.

   2. A confirmation window opens. Select OK to delete the sequence or Cancel to leave the sequence unchanged.

Defining Sequence Roles

Sequence roles are all the roles that can appear in a sequence. The Sequence Roles page is used to; select a sequence, select the roles that can appear in that sequence, and specify the order in which they appear.

1. Access Custom Approval Workflow and select the Admin tab.

2. Select Sequence → Sequence Roles.

3. Select a sequence by using Sequence pull-down menu.

4. Select Manage.

5. Add roles to or remove roles from the sequence. To select adjacent items, select the first item then hold down the SHIFT key and select the last one. To select nonadjacent items, select the first one, and then hold down the CTRL key and select additional items.

   1. To add roles to a sequence: Select roles in the Available Items list and select the arrow to move it to Selected Items. Select the arrow to move all roles to the Selected Items.

   2. To remove roles from a sequence: Select roles in the Selected Items list and select the arrow to move it to Available Items. Select the arrow to move all roles to the Available Items.

   3. To change the order in which a role appears in a sequence, select the list item and select the order arrows as needed.

6. Select Save.

Viewing Mappings for Sequence Codes

1. Access Custom Approval Workflow and select the Admin tab.

2. Select Sequence → Sequence code mappings.

3. Select the workflows to work with. By default, all workflows are selected.

    

4. Select one or more codes for which to find associated sequences. You must select the lowest level code available to see the assigned sequences. For example, if your organization has three levels, Company, Business Unit, and Department you must select codes for all three.

5. Select View assignments.

6. To delete a mapped sequence, select the sequence and select Delete Selections.

Mapping Codes to a Sequence

1. Access Custom Approval Workflow and select the Admin tab.

2. Select Sequence → Sequence code mappings.

3. Select the workflows to work with. By default, all workflows are selected.

4. Select the codes to associate with a sequence. To associate codes with a default sequence that can be used for all approvals within your organization, select the Wildcard check box for each organizational level.

5. Select the sequence to assign to the codes. You can select only one sequence at a time.

    

6. Select Make assignments.