In BizCentric, you have the flexibility to redefine how approval processes are handled within Workflows.

This includes the ability to establish multiple tiers of approval. To facilitate this, it’s essential to configure the workflow conditions, accordingly, ensuring that BizCentric accurately tracks permissions throughout the submission process.

Let’s consider a specific scenario where multiple layers of approval are necessary for a quotation. Initially, a salesperson, designated as a ‘Sales User,’ generates the quotation. Subsequently, it undergoes review for approval or rejection by a sales lead, who holds the ‘Sales Manager’ role. If the quotation receives approval from the sales lead, it then progresses to the next stage for evaluation by the regional manager, who is assigned the ‘Regional Manager’ role.

To make a Workflow and transition rules go to:

> Home > Settings > Workflow

Once a Workflow is created, you can take actions on it via Workflow Actions.

1. Prerequisites

Before creating a Workflow, it is advised to create these first:

• Workflow Actions
• Workflow States like Approved, Canceled, etc.

2. How to Create a Workflow

1. Go to the Workflow list, click on New.
2. Enter a name for the Workflow and select the DocType on which to be applied.
3. Enter the different states of the Workflow. Enter Doc Status for them, select which field to update from the Update Field column, enter what the value will be updated to under Update Value.The Workflow States can have different colors according to the state. Eg: Green for success. Document statuses: Saved = 0, Submitted = 1, Cancelled = 2.
4. Enter the Transition Rules.

2.2 Things to note when creating a Workflow

2.3 Other options for a Workflow

1. Is Active: On ticking this, all other Workflows for the selected DocType become inactive.
2. Don’t Override Status: This Workflow’s status will not override the status of the document (Quotation) in the list view.
3. Send Email Alerts: Emails will be sent to the user with next possible workflow actions.

3. Features

3.1 Enable/Disable Optional Workflow State

In States, optional Workflow state means that the state may not be a part of final approval.

Note: Workflow Actions are not created for optional states.

3.2 Conditions

You can also add a condition for the Transition to be applicable. For example, in this case, if sales executive creates a quotation with grand total of $100,000 or more, a particular role must approve. For this to happen in the particular transition, you can set a property for Condition:

doc.grand_total <= 100000

Here, grand_total is the field name of the field ‘Grand Total’ of Quotation. To see the field name of a field go to Menu > Customize.

4. Related Topics

1. Workflow Actions
2. Assignment Rule