This article covers assigning both the Originator and the Creator concurrent access to a given Expense Report at a specific State. When this setup is used:
- Both the Originator and the Creator are assigned to the State and will see the Expense Report in their respective Expense Work Lists.
- As soon as one user acts on (transitions) the Expense Report, it is removed from the other user’s Work List.
Any sub-workflow assignments used when entering the Project Manager Approval stage of the process are maintained. For example, if the Expense Report is rejected (in the Rejected State), it remains assigned to the Originator, not to the assignment type specified for the Open State in the original workflow.
Example: A common use case for this setup is when an office administrator or manager creates an Expense Report for an executive. Without concurrent access, the administrator cannot see the Expense Report in their Work List because the State is assigned only to the Originator. This makes it difficult to complete or transition the report later. This feature addresses that scenario by allowing shared access in specific workflow States.
- From the Icon Bar click Setup
. - From the Navigation Menu click Expense to expand the menu options.
- From the available options click Workflows.
- From the list of available workflows click a workflow name to edit it.
- Navigate to the Assignments tab.
- Click the Assignment Rule to edit it.
- From the States to Assign table, select Originator & Creator for the required State.
- Click Save to apply your changes.
- Click the Close
button to exit the dialog box. - Click Save to save the workflow.