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Workflow Screen
- 25 Jan 2023
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Workflow Screen
- Updated on 25 Jan 2023
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Article Summary
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The Workflow screen allows you to define an individual workflow. It is accessed from the Workflows Search List screen to create a new workflow or modify an existing one. It is comprised of two tabs – the Workflow tab and the Steps tab – which are described in the sections below.
The following screen elements are shown in the heading of the screen and are available from either tab.
| Screen Element | Description |
|---|---|
| Delete Icon | Clicking this icon deletes the workflow. If the workflow has already been referenced, this icon will be disabled. |
| Save Icon | Saves any changes you made on any tab for the workflow and takes you back to the prior screen. |
Workflow Tab
The Workflow tab allows you to define the parameters that determine whether the workflow will be applied to an opportunity when you complete the estimate. It also defines the email that will be sent to the opportunity’s sales rep when the approver either approves or denies approval for the estimate.
The screen elements on the Workflow tab of the Workflow screen are described in the following table.
| Screen Element | Description |
|---|---|
| Workflow Name | Name given to identify the workflow. |
| Branch | Not required. Allows you to specify the branch for which the approval workflow is applicable. Only one branch may be selected. If a value is provided, limits the effect of the workflow to the specified branch. |
| Division | Not required. Allows you to specify the division for which the approval workflow is applicable. Only one division may be selected. If a value is provided, limits the effect of the workflow to the specified branch. |
| Active | This checkbox must be checked for the workflow to function. To turn off the workflow, uncheck the checkbox. |
| Workflow Type | Must be either “Contract” or “Work Order.” This value specifies the opportunities that should be affected by the workflow. |
| Approve Email Subject | When the approver approves an opportunity proposal and the workflow is activated, Aspire sends an email to the sales rep associated with the opportunity letting them know that the proposal has been approved. This field specifies the subject to be included in that email. |
| Approve Email Body | When the approver approves an opportunity proposal and the workflow is activated, Aspire sends an email to the sales rep associated with the opportunity letting them know that the proposal has been approved. This field specifies the email body to be included in that email. |
| Deny Email Subject | When the approver denies an opportunity proposal and the workflow is activated, Aspire sends an email to the sales rep associated with the opportunity letting them know that the proposal has been denied. This field specifies the subject to be included in that email. |
| Deny Email Body | When an approver denies an opportunity proposal and the workflow is activated, Aspire sends an email to the sales rep associated with the opportunity letting them know that the proposal has been denied. This field specifies the email body to be included in that email. |
Steps Tab
The Steps tab allows you to define steps (approval levels) for the opportunity and for each level, the role or individual who can perform the approval. The step number determines the order in which the steps will be evaluated to determine approval action to be taken when a sales rep completes an estimate. For each level, the value indicates that the approval level is required to approve anything above that value up to the value in the level above. In the example below…
- Joe Pres is required to approve anything $5,000 or above
- Sam SalesMgr can approve anything between $500 and $5,000
The levels must be defined such that the values ascend from lowest to highest, or the opportunity approval process will not work properly. When a sales rep wins an opportunity, the workflow determines two things:
- Which approver receives notification that an opportunity proposal needs approval.
- Which approvers are authorized to perform the approval.
Consider the example above. The following table explains what will happen when a sales rep (i.e. Bill Branman) completes an estimate for a specified value.
| Value of Estimate | Which Approver is Notified? | Which approvers can approve? |
|---|---|---|
| $6,000 | Joe Pres – When Bill completes the estimate for $6,000 on the Opportunity screen, Aspire looks at the first line, determines that the contract value is greater than or equal to $5000, and determines that Joseph Presidante will receive the notification. Aspire does not evaluate other steps. | Only Joseph Presidante can approve. Sam can only approve opportunity proposals valued between $500 and $4,999.99. On the Opportunity screen, the Approve option will be available only of Joseph Presidante is logged in. |
| $700 | Joe Pres – When Bill completes the estimate for $700 on the Opportunity screen, Aspire looks at the first line, determines that the contract value is not greater than or equal to $5000 so it advances to step 2. Looking at step 2, Aspire determines that the contract value of $700 is greater than or equal to $500 and thus Sam Salesmgr will receive the notification. | Either Joseph Presidante or Sam Salesmgr can approve opportunities over $500. On the Opportunity screen, the Approve option will be available when either Joseph Presidante or Sam Salesmgr are logged in. |
| $400 | No approval is required, so no approver will be notified. | No approval is required so when Bill completes the estimate, the status of the opportunity will go directly to “Approved.” |
The screen elements on the Steps tab of the Workflow screen are described in the following table.
| Screen Element | Description |
|---|---|
| New Workflow Process Step Icon | Initiates the creation of a new stop by displaying the Step screen. |
| Step Number | Specifies the order in which steps are evaluated. The step number is determined by the order in which the steps are created. Once a step is created, the step number cannot be changed. |
| Step Name | The descriptive name for the step. |
| Approver | Name of person or role that performs the approval. |
| Value | Value compared with an opportunity to determine whether the approval specified by the step needs to be performed. |
Step Screen
The Step screen is displayed when you initiate the creation of a new step for a workflow, or when they select an existing step for the workflow.
The screen elements on the Step screen are described in the following table.
| Screen Element | Description |
|---|---|
| Name | The descriptive name for the step. |
| Approver | The approver drop-down allows you to select from a list of valid roles as defined on the Roles screen or an option to select a specific user as shown at right. If you choose the [Select User] option, Aspire displays a secondary drop-down list from which you may select any employee.  |
| Value | Value to be compared with an opportunity estimated amount used to determine whether the approval specified by the step needs to be performed. |
| Notification Email Subject | Email subject to be added to the email that is sent to the approver to let them know they have an opportunity estimate to approve. |
| Notification Email Body | Email body to be sent to the approver to let them know they have an opportunity estimate to approve. |
| Delete Icon | Clicking this icon deletes the workflow step. If the workflow has already been referenced, this icon will be disabled, in which case, hovering over the icon provides an explanatory note. |
| Save Icon | Saves any changes you made to the information on the screen and takes you back to the prior screen. |
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