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Creating a Workflow Role

A workflow role may be needed if the work process requires review/approval by a role, at some point in the workflow, that does not fall under any of the readily available, out-of-the-box manager roles (project, group, approval, functional), or that is designated to only specific users.

This article details how to create a workflow role. Though the example here illustrates a timesheet workflow role, the manner in which to create the other types of workflow roles is basically the same with the main difference being the navigation to access the Workflow Role Edit page:

  • Timesheet Workflow Roles (Setup > Timesheet > Timesheet Workflows > Timesheet Roles)
  • Leave Request Workflow Roles (Setup > Timesheet > Leave Request Workflows > Leave Request Roles)
  • Expense Workflow Roles (Setup > Expense > System > Setup > Expense > System > Expense Roles)
  • Project Workflow Roles (Setup > Work > Projects > Project Workflow Roles)
  • Invoice Workflow Roles (Setup > Financial > System > Invoicing Roles)
  • Work Processes Workflow Roles (Setup > Work Processes > Work Process Roles)

1. Access the Workflows page

Access the Workflows page
  1. Click Setup in the Icon Bar.
  2. Click Timesheet in the Navigation Menu.
  3. Select Timesheet Workflows.

2. Click Workflow Roles

Click Workflow Roles
  • From the top of the Workflows page, click Workflow Roles.

3. Click New

Click New
  • On the Timesheet Roles page, where the existing workflow roles are listed, click New.

4. Enter the required information

Enter the required information
  1. Inline editing will be enabled allowing you to enter the following information:
    • Name
    • Id
    • Description
  2. Click Save.

5. View the newly created workflow role in the list

View the newly created workflow role in the list
  1. Back on the Timesheet Roles list page, view the workflow role you just created.
  2. Click Back.

6. Select the workflow

Select the workflow
  • On the Workflows list page, select the workflow wherein you wish to use the workflow role.

7. Select the state to which the workflow role is to be attached

On the Timesheet Workflow Edit page, you can access the State to which the workflow role is to be attached through either of the following (the details of which are in the substeps below). Either way will open up the same Transition Edit dialog box.:

7.1 The States tab OR

7.2 The state box on the rendering.

The state you select in this step is where you can define which workflow role(s), more specifically which users who have been designated the chosen workflow role(s), can perform the transition.

7.1 Click the Transitions tab

Click the Transitions tab
  • From the left side of the Timesheet Workflow Edit page, where the tabs are, select the state under the State tab.

7.2 Click the state box

Click the state box
  • From the workflow rendering, on the right side of the Timesheet Workflow Edit page, select the state box.

8. Click New

Click New
  1. from the State Edit dialog box, click the Assignments tab.
  2. Click New.

9. Select User

Select User

Define the assignment on the Assignment Rule Edit dialog box by:

  1. Naming it.
  2. Selecting the User from the Assign to list.

10. Select Workflow Role

Select Workflow Role
  • Select Workflow Role from the With list.

11. Click the ellipsis

Click the ellipsis
  • Click the ellipsis to select the workflow role.

12. Select the timesheet role

Select the timesheet role
  1. From the Timesheet Roles list, select the Workflow Role.
  2. Click Close.

13. View the selected workflow role

View the selected workflow role
  1. Upon the Assignment Rule Edit dialog box displaying, view the selected workflow role.
  2. Click Save.
  3. Click Close.

14. View the newly created assignment rule in the list

View the newly created assignment rule in the list
  1. Back on the Assignments tab, view the rule, you just created, in the list.
  2. Click Save.
  3. Click Close.

15. Click Save

Click Save
  • Back on the Workflow Edit page, click Save.

16. View assigned entry and the transition

View assigned entry and the transition
  • With the workflow successfully revised, entries can be moved through the process, being transitioned from state to state. A user, who has been designated the workflow role, will be able to view the entry and select the transition.

Note: In this example, as it is a timesheet entry, with the appropriate rights, the entry and transition can be seen and selected from the Timesheet Manager page, in addition to the entry page (as shown below).

16.1 View assigned entry and the transition

View assigned entry and the transition
  • View the entry details with the available transitions to be able to move it to the next state.

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