StrategicERP Workflow Terminologies
Understanding and Managing Workflows in StrategicERP
Workflows in StrategicERP are designed to automate and control how records move across different stages of a business process. They define what happens before, during, and after a transition, ensuring that tasks follow a standardized approval path and no critical step is missed.
Overview of Workflow States
A workflow state represents a position or stage where a record resides. When a record moves from one state to another, a transition occurs. Each transition defines how and when a record changes its status, and what conditions or validations apply.
Worflow Terminologies
1) From state: Indicates the current position or starting point of the record.
2) To state: Represents the destination state after transition.
3) Button Name: The name of the button displayed to perform the transition (e.g., Approve, Submit, Forward).
4) Mandatory: The list of fields that become mandatory before the transition occurs.
5) Sr. No.: The sequence number used to prioritize workflows when multiple transitions exist.
6) Timer Duration: Defines the time limit to complete a particular state or action.
7) Timer Actions: Specifies auto actions that should occur once the timer expires (e.g., auto-escalation or reminders).
8) Assign Method: Defines how the system assigns ownership of a record during or after transition (manual, auto-assign, or role-based).
9) Project Name: Links the workflow transition with a specific project.
10) Conditions: Logical rules that must be satisfied before the transition can take place.
11) Check List: Displays a checklist prompting users to confirm if all required actions are completed before submission.
12) Notification: Triggers automated alerts such as emails or in-app messages to relevant stakeholders.
13) Triggers:: Auto data updates or balance relations that get executed in the background during transition.
Custom Workflows
Users can also configure Custom Workflows beyond the default setup provided by StrategicERP.
These custom workflows help organizations tailor processes to their specific operational needs, such as adding new approval paths, validation rules, or escalations.
Workflow Conditions
Workflow Conditions ensure transitions occur only when certain criteria are met. For example, a record can move to the Approved state only if all required approvals have been captured or certain fields contain valid values.
Workflow Checklists
The Workflow Checklist acts as a confirmation form. Before executing a transition, users are shown a checklist to verify that all process steps—such as document uploads, data verification, and task completion—have been followed.
Workflow Mandatory Fields
When a transition button is clicked, Workflow Mandatory settings check for blank or incomplete fields. If any mandatory data is missing, the transition will not proceed, ensuring data quality and compliance.
Timer and State Actions
Timers and related actions automate parts of the workflow:
Timers define duration-based automation such as reminders or task escalation.
State Timer Actions automatically update values in fields after specified time intervals.
Timer Actions can automate transitions, send alerts, or perform backend triggers after the timer ends.
For advanced setup details, users can refer to these related topics in the help portal:
Workflow Timer Action
