What is a Workflow?
A workflow is an automation strategy that you can configure to perform otherwise manual tasks without your intervention. In a workflow, you set up Conditions and Actions. The system checks the conditions each time the specified attribute-value changes, and if they are met, performs the action(s).
Why use Workflows?
In operating a business, many small changes result in broad effects. Previously, you would have to know the consequences of the initial change and follow up manually on its results. With workflows you can ensure that no top level change is overlooked by the system and that all subsequent changes in value or process are accomplished.
How do you use workflows in Supplier Management?
The workflow tool can be used to automate certain processes like document approvals, sending eBlast alerts, or even updating attribute values in your site. You'll need to do the following setups to get started with Workflows. Workflows can get fairly complicated, which broadens the number of tasks you can do with them. But if they seem difficult, be sure to contact your Customer Support Manager!
Turn on Workflows
Step 1: Hover over the Configuration Icon at far upper-right and select 'Roles' from the drop-down.
Step 2: Filter to find the role you need, then click the blue edit icon at the left of its row. This will open its Manage Role page. On that page, you'll land on the 'Tab Access' sub-tab.
Step 3: Scroll to the 'Configuration-Workflow' row and mark the permission checkboxes as appropriate.
Step 4: Click 'Save.'
Step 5: Click the 'User Accounts' sub-tab and verify that you do want all the current role-members to have the workflow permissions you just set. If this is not the case, adjust the list accordingly, and Save.
Your workflows feature should now be active and ready to use.
Plan Your Workflow
Tip 1 - Consider which users/roles you've given permission to configure the workflows tool.
Tip 2 - Warning: Make sure everyone is on the same page! A workflow has the ability to change data in TraceGains, so it's important that all users involved are aware of the workflows that exist, which ones are active, and what their abilities are!
Tip 3 - Consider the conditions that must be met for the workflow to run, covered in this article. When those conditions are met, the workflow will trigger one or more actions. Example: If this <event> occurs, and "X" is its <value> then perform this <action>. There may be multiple condition-checks, causing multiple actions to occur.
Tip 4 - Configure and test your workflow starting with this article.