Workflows Setup

14 Jun 2024
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Workflows Setup

Updated on 14 Jun 2024
7 Minutes to read

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Workflow Setup is the administration and configuration page for Workflows. This page is restricted to users with the following permission:

Administration → Workflows → Edit Workfows Setup

On this page, specific workflows can be set for each location or location reporting category, as well as for specific vendors.

These workflow rules can vary between supported record types. AP invoices, journal entries, and payment runs are currently supported. If Workforce is enabled, Workflows also supports changes to Employee Records.

This article will explain how to setup workflows and maintain them as your organization grows.

R365 recommends using whole numbers when setting up amounts for each workflow tier.

Navigation

To open Workflow Setup, hover over the Administration menu and select Workflows Setup.

If Workflow Setup is not available in the Administration menu, check that the required security permission is enabled. Please reach out to the R365 Admin in your organization for assistance.

The Workflow Setup page varies depending on the selected record type and tab. The next section describes the fields and controls on each view and their functions.

Fields And Controls In Workflow Setup

Controls in Workflow Setup

	Field	Description
	Do you set workflows by Location or Category?	This toggle is used to indicate whether workflows are created by location or by location reporting category for your organization. If this toggle is changed after workflows are enabled, all existing workflows will be denied and the rules will be deleted.
	Do you have vendors with specific workflows?	This toggle is used to indicate whether your organization will create specific workflows for vendors. If No is selected, the Vendor tab is removed and all AP invoices, regardless of the vendor, are subject to the established workflow rules.
	Location / Vendor	Allows the user to toggle between setting up workflows by Location or by Vendor.
	AP Invoices / Journal Entries / Payment Runs	The selected view determines which types of workflows the user can set up on the Workflow Setup page. Toggle between views to set up workflows for AP invoices, journal entries, or payment runs.
	Approval Groups	Opens the Workflow Groups page, where the user can create workflow approval groups.
	Allow Approver to edit transaction	If selected, the current approver can edit transactions in the workflow without needing to deny them and restart the approval process.

AP Invoices - Location Tab

	Field	Description
	Import a list	Allows the user to import details into the workflow. Export Template - If selected, a template spreadsheet file is downloaded to the users device. The user can fill out the template to import workflow data. Import - Imports a spreadsheet file from the user's device. Replace existing workflow - If selected, data from the imported file overwrites the existing workflow. Referential records (such as locations or users) must have the exact same spelling as their record in R365 in order for the import to succeed.
	Location Workflows table	Allows the user to select the location or location reporting category to which the workflow will apply. A checkmark in the Workflow column indicates that a workflow has been created for the location or location reporting category. Filter the list by entering the desired location or location reporting category in the search bar. Select the Filter icon to choose how strict the search will be when filtering the list. All AP invoices for this location are subject to the rules established in this workflow, except when using vendor-specific workflows, as those take precedence over location workflows.
	Clear	Selecting the Clear button in this column resets all selections in the table.
	Level	Level number in the workflow hierarchy.
	Amt>=	Indicates the maximum dollar amount that can be approved by users at this level.
	Approver	Approver for the level. Individual users or workflow groups can be assigned to the level using the Approver drop-down in this column. Only users with access to the location are available to select.
	Skip Prior Approver(s)	If selected, approvers of a higher level can skip approvers of lower levels when the invoice's dollar amount is equal to or less than the amount listed for the level.
	Require Approvers	If selected, the Skip Prior Approver(s) checkbox is disabled, and all approvals must occur in sequence.

AP Invoices - Vendor Tab

	Field	Description
	Import a list	Allows the user to import details into the workflow. Export Template - If selected, a template spreadsheet file is downloaded to the users device. The user can fill out the template to import workflow data. Import - Imports a spreadsheet file from the user's device. Replace existing workflow - If selected, data from the imported file overwrites the existing workflow. Referential records (such as locations or users) must have the exact same spelling as their record in R365 in order for the import to succeed.
	Vendor Workflows table	Allows the user to select the vendor to which the workflow will apply. A checkmark in the Workflow column indicates that a workflow has been created for the vendor. Filter the list by entering the desired vendor in the search bar. Select the Filter icon to choose how strict the search will be when filtering the list.
	Ignore Workflows for this Vendor	If selected, all workflows are ignored for this vendor, including workflows based on location or location reporting category. This setting is commonly used for food and beverage vendors whose invoices are entered by an operations team.
	Clear	Selecting the Clear button in this column resets all selections in the table.
	Level	Level number in the workflow hierarchy.
	Amt>=	Indicates the maximum dollar amount that can be approved by users at this level. Only users with access to the location are available to select.
	Approver	Approver for the level. Individual users or workflow groups can be assigned to the level using the Approver drop-down in this column.
	Skip Prior Approver(s)	If selected, approvers of a higher level can skip approvers of lower levels when the invoice's dollar amount is equal to or less than the amount listed for the level.
	Require Approvers	If selected, the Skip Prior Approver(s) checkbox is disabled, and all approvals must occur in sequence.

Journal Entry

	Field	Description
	Import a list	Allows the user to import details into the workflow. Export Template - If selected, a template spreadsheet file is downloaded to the users device. The user can fill out the template to import workflow data. Import - Imports a spreadsheet file from the user's device. Replace existing workflow - If selected, data from the imported file overwrites the existing workflow. Referential records (such as locations or users) must have the exact same spelling as their record in R365 in order for the import to succeed.
	Created By User Workflows table	Unlike the Location Workflows and Vendor Workflows tables in the AP Invoices view, the Journal Entry view contains a list of workflows that apply to users. Select the user to whom the workflow applies. Any journal entries created by the user follow the set workflow approval hierarchy. A checkmark in the Workflow column indicates that a workflow has been created for the user.
	Clear	Selecting the Clear button in this column resets all selections in the table.
	Level	Level number in the workflow hierarchy.
	Amt>=	Indicates the maximum dollar amount that can be approved by users at this level.
	Approver	Approver for the level. Individual users or workflow groups can be assigned to the level using the Approver drop-down in this column. Only users with access to the location are available to select.
	Skip Prior Approver(s)	If selected, approvers of a higher level can skip approvers of lower levels when the invoice's dollar amount is equal to or less than the amount listed for the level.
	Require Approvers	If selected, the Skip Prior Approver(s) checkbox is disabled, and all approvals must occur in sequence.

Payment Runs

	Field	Description
	Bank Account Workflows table	Unlike the Location Workflows and Vendor Workflows tables in the AP Invoices view, the Payment Runs view contains a list of workflows that apply to certain bank accounts. Select the bank account to which the workflow applies. Any payment runs that create payments using the bank account follow the set workflow approval hierarchy. A checkmark in the Workflow column indicates that a workflow has been created for the bank account.
	Clear	Selecting the Clear button in this column resets all selections in the table.
	Level	Level number in the workflow hierarchy.
	Amt>=	Indicates the maximum dollar amount that can be approved by users at this level.
	Approver	Approver for the level. Individual users or workflow groups can be assigned to the level using the Approver drop-down in this column. Only users with Payment Run Approval permissions and access to at least one location associated with the selected bank account are available to select.
	Skip Prior Approver(s)	If selected, approvers of a higher level can skip approvers of lower levels when the invoice's dollar amount is equal to or less than the amount listed for the level.
	Require Approvers	If selected, the Skip Prior Approver(s) checkbox is disabled, and all approvals must occur in sequence.

Employees

The Employees view displays approval settings for changes to Employee Records in Workforce.

To set up workflows for Employee Records, selecting which fields require approvals to be editing. Then, assign approvers to the hierarchy.

The fields that can be configured to require approval are found on the Basic Info tab and the Employment tab of Workforce Employee Records:

Basic Info	Employment
First Name Middle Name Last Name Address 1 Address 2 City State Zip Text Messaging R365 Messaging App Access Inactive	Hire Date Payroll ID Job - Addition Job - Deletion Job - Payrate Job - Responsibilities Job - Rating Job - Primary

Once configured, changes made to the selected fields generate a Change Request that can be approved or denied on the Summary tab of the changed Employee Record.

	Field	Description
	Employee Information Subject to workflow approval	Selected fields require approval to make changes.
	Clear	Selecting the Clear button in this column resets all selections in the table.
	Level	Level number in the workflow hierarchy.
	Approver	Approver for the level. Individual users or workflow groups can be assigned to the level using the Approver drop-down in this column.
	Require Approvers	If selected, the Skip Prior Approver(s) checkbox is disabled, and all approvals must occur in sequence.

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Workflows Example Flowchart

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Navigation
Fields And Controls In Workflow Setup