Workflows and Groups
Workflows
A standard Aqilla instance includes the following pre-defined workflows which specify the standard states through which any document progresses (or in Aqilla terminology is "promoted"):
Workflow | States |
Budget Header | Entered, Released, Approved, Rejected, Rough Posted, Posted |
Document Header | Entered, Released, Rough-Posted, Posted |
Purchase Order Header | Entered, Released, Approved, Rejected, Rough Posted, Posted, Closed |
Timesheet / Expenses Header | Entered, Released, Approved, Rejected, Rough Posted, Posted |
Timesheet / Expenses Line | Entered, Released, Approved, Rejected, Rough Posted, Posted |
Standard states are described below:
State | Description |
Entered | The document has been created. |
Released | The document has been released for further processing. |
Approved | The document has been approved for further processing. |
Rejected | The document has been rejected. |
Rough Posted | The document has been rough-posted. |
Posted | The document has been posted and it cannot be amended - but see Journals > Journal Corrections. |
Closed | The document has been closed and it cannot be amended - see Documents > Purchase Orders. |
Each Aqilla document is attached to one and only one workflow.
Only an Aqilla consultant can edit a workflow or specify which documents are attached to it.
Workflow Groups (New Method)
Some organisations have complex rules about who is authorised to promote different types of document (e.g. who can approve purchase orders, who can approve expense claims, who can post to the ledger). Such rules are often based on:
The document (i.e. workflow) in question.
The value of the document (e.g. the purchase order amount).
The membership of a group (e.g. a manager can only approve timesheets for his or her team).
The relative seniority of the document originator / approver.
Since version 1708 (August 2017) document promotion rules are defined using Configuration > Workflow Groups for new instances (i.e. instances that were not created by copying an existing instance). This new method is a significant improvement on the old method described below in terms of ease of use and client access to rules.
Workflow State Groups and Workflow Transition Groups (Old Method)
To achieve the above objectives, instances created prior to version 1708 (August 2017) - and instances created by copying such instances - use:
Workflow State Groups - to group people by workflow states and assign authorities
Workflow Transition Groups - to specify who is authorised to make which workflow state transitions
The Old Method is supported but it is now deprecated.
Workflow Transition Groups can only be edited by an Aqilla Consultant.
Either the Old Method or the New Method can be used, but not both. This can only be switched over by an Aqilla Consultant.
Migration to Workflow Groups
If you currently use Workflow State Groups or Workflow Transition Groups and wish to migrate to using Workflow Groups please contact your Aqilla account manager or consultant.