Workflow

Introduction

Workflow is an application that enables users to circulate requests and to process the approval and acknowledgment of the requests in the Web browser.
The system administrator can prohibit some users from using all or a subset of Workflow functions.

Before Using Workflow

This section describes basic information for using Workflow.

Available Functions in Workflow

The following functions are available in Workflow:

Submitting Requests:
- You can create requests using the request forms that are created by the system administrator.
- You can select multiple approval routes for a request.
- You can send requests on behalf of other users.
Processing submitted requests:
- You can process requests on behalf of other users.
Managing data of your own requests

User Types

Depending on the actions performed with requests, Workflow categorizes users in the following types:

Applicants:
Persons who submit request forms to processors (such as approvers or authorizers).
Processors:
Persons who are appointed to approve or authorize requests.
- Approvers
  Persons who approve, reject, or send back requests.
- Acknowledgers
  Persons who acknowledge the approved requests.

Request Flow

The flow from submission to completion of a request is displayed as the following flowchart.

When all appointed processors finish their tasks, the request is completed.

What Are Routes?

A route is the workflow from the submission to the completion of a request.
Depending on the requesting forms, the routes can be set as follows:

Only the approval route
Both approval and authorization routes
Only the acknowledgment route

What Are Route Steps?

Route steps are the series of steps that are required to process requests. These steps are arranged in the approval and acknowledgment routes. Multiple approvers or acknowledgers may be appointed in one route step.

Status Categories

The status of request changes depending on the process of applicants or processors.
Workflow lists display the request status as follows:

In progress:
This status indicates that the request has been submitted, and that the final processor has not yet processed the request.
However, the status changes to "Approved" when the final approver approves the request, and both approval and acknowledgment routes are set in the request process.
Approved:
This status indicates that the final approver has approved the request, and both approval and acknowledgement routes are set in the request process.
"Approved" is displayed until the final acknowledger acknowledges the request.
Rejected:
This status indicates that the request has been rejected by the processors.
Canceled:
This status indicates one of the following:
- The applicant withdrew the request before the first processor started processing the request.
- The applicant canceled the request before the first acknowledger started processing the request.
Completed
This indicates that all processes of request routes had been completed.

Processed Request and Displayed Status

Request	Displayed status
Request	Applicant's Recent list	Processor's Recent list
Request in processing	N/A	In progress
Sent back requests	In progress	In progress¹
Rejected requests	Rejected	N/A
Approved requests by the final approvers²	Approved	Approved
Requests withdrawn by the applicant	N/A	Canceled
Requests canceled by the applicant	N/A	Canceled
Requests that all processes had been completed in the route steps	Completed	N/A

N/A: No applicable status³
¹: When a request is sent back to the prior processor, this status is displayed on the Recent list of the prior processor.
²: This assumes that both approval and acknowledgment routes are set in the request process.
³: You may check the status of requests by displaying your Sent items and Inbox.

Tip: The latest status of the request is displayed in the Sent items of the applicant and in the Inbox of the processors.

Display Overview

This section describes screenshots, icons, and buttons used in Workflow.

Workflow Screen

This screen displays a list of submitted request forms.

Workflow (Recent) screen:

Parts

No.	Part	Description
1	Create	Creates and submits a request.
2	Request search	Searches requests using keywords.
2	Advanced search	Searches requests with additional search options.
3	Unprocessed	Indicates unprocessed request data.
4	Drop-down list	You can select the start number of the requests that must be processed in sequence.
4	Start	Starts processing the request with the selected number using the drop-down list.
5	Status	Indicates the status of the requests that were submitted by you.
6	Number	Displays the selected request when clicked. You can process the request with the number that follows the selected number in sequence.
7	Results	Indicates the completed request by you.
8	Recent	Displays the request with the status of In progress, Approved, and Completed.
	Sent items	Displays the request that were submitted by you.
	Inbox	Displays the request that were submitted by you and that must be processed by you in chronological order.
	Draft	Displays the draft request. Canceled and withdrawn requests are also displayed.
	Proxy approval folder¹	Displays if you are appointed as a proxy approver.
	Pending approval folder¹	Displays the request for which you are an appointed processor in a route step.
	Public requests list¹	Displays the public requests.
9	Priority	"Urgent" is displayed when the applicant sets the priority to Urgent. The icon indicates the request is urgent.
10	Delete	Deletes the selected request.
11	Request form title	Indicates the request form names used for the request. Displays the "Request details" screen.
11	Request title	Displays the "Request details" screen.

¹: The system administrator can choose not to display these icons.

Workflow (Pending approval) screen:

Parts

No.	Part	Description
12	Request number	Indicates the consecutive number applied for requests. This number is displayed only when the request number is entered on the used request form. The request number is displayed in one of the following forms: Numbers that are common to all request forms Numbers that are used for each request form.
13	Applicant²	Indicates the applicant user. The system administrator can choose to display the name of a user who is appointed as a proxy approver.
14	Submission date	Indicates the date that the request was submitted. If a request form was submitted today, the time is displayed. If a request form was submitted prior to today, the date is displayed.

²: On the "Workflow (Sent items)" screen, the applicant field is displayed as a "Processor".

Application Details Screen

You can confirm request contents and the route steps.

Request Details Screen:

Parts

No.	Part	Description
1	Reuse	Creates another request using the current request. Reuse is enabled only with the following requests: Sent items Results Canceled requests Rejected requests
2	Printable version	Displays the request on the "Print settings" screen.
3	Delete from list	Deletes the request from Sent items list or Inbox list.
4	Cancel application	Cancels or withdraws the request. Displayed only with the request that you submitted.
5	Request contents	Indicates the contents of the request. Displayed items can differ depending on the request forms.
6	Status	Indicates the processing status of the request.
7	Route history	Displays the edit history of route after the submission when you click this link.
8	(←Show step names or requirements only)	Displays only the route steps and step requirements when you click this link. The following information is displayed when you click "(→Show full details)": Processors, results, comments, dates and times, route steps, step requirement "Processing Requests"

Process Unprocessed Requests Screen

You can process or acknowledge requests.

Process unprocessed requests screen:

Parts

No.	Part	Description
1	Comments field	Added comments are displayed in the comment field of the request's status. Comments are added by the processors in the route steps.
2	Approve	Approves the request. The approved request is sent to the next route step.
	Reject	Rejects the request. The request is sent back to the applicant.
	Send back	The request is sent back to the applicant or the selected processor.