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Organisation and Workflow setup

Sequence of core procedures

The following procedures are necessary in order to set up the administrative hierarchy and workflow:

  1. Associate the organisational hierarchy and business workflow with the process

  2. From Organization hierarchy, select the hierarchy of entities involved in the process.

  3. From Business Workflows, select the Business Workflow to be associated with the process.

  4. Include/exclude entities from the organisational hierarchy

  5. Click to add an exception.

  6. In Entity, select the desired non-time-dependent entity or node of entities.
  7. In Action, set the desired type of exception.
  8. If you want to change the reference currency of the selected entity or node of entities, in Override entity currency, set the new currency.

  9. Click Save.

  10. Associate task workflows with entities

This procedure allows you to associate task workflows with entities for the individual phases that make up the Business Workflow associated with the process.

  1. Click Mapping: the Mapping task workflow window will open.
  2. Click on the desired tab.
  3. Click to add an association.
  4. In Attributes, define the fields as desired.
  5. Set the entity to be associated with the task workflow in the relative menu.
  6. Click Save.

Note: entities or nodes not associated with a specific task workflow are associated by the system with the default task workflow ($ - default workflow), which provides for submission only.

IMPORTANT: the order in which the relationships are added to the table determines the order in which they are read by the system, which manages subsequent rows as exceptions to the previous rows. If there are both general and specific relationships (with exceptions and overrides), the specific relationships must be positioned after the general relationships.

Other procedures

The following procedures are optional extras.

Set step submission deadline

Application database > Processes tile > select process > > Process setup (Organization & Workflow section) Deadline dates

Application database > Navbar > Processes & Workflows > Process > select process > > Process definition > (Organization & Workflow section) Deadline dates

  1. For submission by scenario/period steps, in the scenarios/periods selection bar, select the desired scenario and period.
  2. Select the desired role tab (contributor or consolidator).
  3. In the entity search bar, enter the name of the entity or select it from the list to the left.
  4. Cl the desired cell at which the entities row and the steps column intersect: the Set deadline window will open.
  5. Set a deadline and select the entity node levels to which to apply the deadline.
  6. Click OK.

Change the step submission deadline

  1. Click the Shift dates button to open the Shift dates window.
  2. Select the desired mode for shifting the dates (Shift current dates/Copy from Scenario/Period and shift).
  3. In New deadline date, set the desired deadline date and time.
  4. Click OK.

Set the process submission date

Application database > Processes tile > select process > > Process setup (Organization & Workflow section) Deadline dates

Application database > Navbar > Processes & Workflows > Process > select process > > Process definition > (Organization & Workflow section) Deadline dates

  1. In the memo settings section, click Edit: the Settings submission window will appear.
  2. Select the submission admissibility period: if you choose the Time period option, set a validity period prior to the deadline.
  3. (Optional) Select Send submission memo starting from to set the date from which to send users the submission memo then set the desired interval.
  4. Select the period in which to allow submission.
  5. Click OK.

Override the submission start dates and memo send dates

Application database > Processes tile > select process > > Process setup (Organization & Workflow section) > Deadline dates > Advanced definition

Application database > Navigation Panel > Processes & Workflow > Process > select process > > Process setup > (Organisation & Workflow section) Deadline dates > Advanced definition

This procedure allows you to set, for specific entity/phase/deadline relationships, submission period start dates and customised memo send dates. These new dates are written over the dates set at the process level.

  1. In the list of entity relationships or entity node/phase/deadline/memo send date relationships, click on the desired relationship.
  2. In the configuration tab, select Override dates.
  3. In Submission Start date and/or Reminder Start date, set the desired date and time.
  4. Click Save.