Journal Vanilla Workflow/Default Configuration

The vanilla workflow is delivered out of the box although most customers have customised workflow routing. This section describes the vanilla process only.

If you are running a Promenta Proof-of-concept(POC) project then it is likely that you will be using this definition.

Workflow Description

The workflow routes based on threshold levels (ie total journal value) and company code. There are two levels of approval defined which progress sequentially. The thresholds are defined with respect to USD currency.

Special case : Multiple documents in the request.

For this scenario the “value” of the request and subsequent routings can have multiple definitions according to your business (multiple company codes in the same request etc). To keep things simple for a POC there is a single team defined to handle approval of the multiple journal scenarios. See the notes against each section below

Defined Thresholds

Level 0 : 0 – 99,000 USD   : Auto-approval – no approval is needed

Level1 : 100,000 to 399,999 : First approval level

Level 2: 400,000 and above : Second approval level

Multiple docs scenario : The threshold is determined by the highest total on any single document. A single level approval is required corresponding to the Leve1 above. No level 2 is needed.

Approval teams

Teams are based on the header company code of the journal. Each team may contain multiple people.

Teams follow the pattern :

JP5_<company code>_L1  and JP5_<company code>_L2

All teams are created and managed using the Promenta Workflow Responsibility tool

Multiple docs scenario  : As there may be multiple company codes in the same request a single team is defined: JP5_MULTI_APPROVAL

Example – company 1000

Here the teams would be :

JP5_1000_L1  : Level 1  for company code 1000 – ie all approvers for journals over 100,000 USD

JP5_1000_L21  : Level 2  for company code 1000 – ie all approvers for journals over 400,000 USD

For a 500,000 USD journal then the approval would flow to Level 1 (JP5_1000_L1) and then to Level 2 (JP5_1000_L2)

Multiple docs scenario : a single approval above the L1 threshold : JP5_MULTI_APPROVAL