Master Data Workflow

This module covers the master data management for workflows, contract states, approval flows and email notifications. It can be accessed by clicking the button or by selecting the corresponding entry from the menu Modules. The following chapters describe all available tables and their contents.

The function Workflow enables users to configure email notifications for predefined situations during operation of the system and it enables users to define different states for different contract types. For certain situations approval flows are required: For such approval flows the configured email contains a link to a web page in which the addresses (after successful authentication) may view, comment and approve or reject the issue for which the approval was requested.

The module consists of four master tables in the GUI:

• Workflow Configurations

• Distribution List

• Contractual Workflow Types

• Scheduled Notifications

When defining a workflow, the following order of administrative steps needs to be adhered to:

• First, all basics for the workflow need to be defined in table Contractual Workflow Types and its detail tables.

• Then the distribution list needs to be created in table Distribution Lists, and the users need to be connected to this distribution list in module Rights -> Users -> Distribution Lists.

• Finally, the workflow can be configured in table Workflow Configurations.

If a workflow is to be defined for a new contractual document, also the new contract type needs to be defined in the master data module Contract -> Contract Types, and it needs to be connected to the newly defined Contractual Workflow Type.