Munis. Using Workflow Version For more information, visit

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1 Munis Using Workflow Version 10.5 For more information, visit

2 TABLE OF CONTENTS Using Workflow... 3 Workflow User Attributes... 6 Workflow Settings... 8 Approval Aging Tab... 8 Workflow Rejected Tab Workflow Completed Tab Approver Rejections Tab On Hold Notices Tab Notice Delivery Override Tab My Tab Messages Tab Workflow Settings Options Logon Hours (Workflow Assistant) Approval Messages Approval Time Limits Change Delivery Method Option Workflow Business Rules Duplicate Rules Transfer Business Rules to Other Users Alternate Approver Workflow in Munis Programs Additional Workflow Programs Pending Action Inquiry Workflow Approval History Workflow Assistant Workflow Assistant (Client-side Version) Workflow Assistant (Log-in Version) Using Workflow with Tyler Dashboard My Workflow Workflow Manager Munis Workflow, Version 10.5 Page 2

3 Using Workflow Munis Workflow is a system of checks and balances that works with Munis programs to provide a notification and approval process for organizations. When specified steps within a process are completed, Workflow notifies selected individuals so that they can take action on the item. Notifications are available for various steps, according to the program in which you are using Workflow, and are delivered using the Tyler Dashboard available web parts for workflow, , or the Workflow Assistant. This document provides an overview of Munis Workflow, including setup, program settings, business rules, and Workflow Assistant. It is intended for all Munis users as a reference to help them understand the workflow process within Munis, but it also provides information to system administration personnel who are responsible for establishing Workflow permissions and parameters. In order to use Workflow: In User Attributes, you must have a defined Workflow Delivery method for your user account. If the value of this setting is , you must also have a valid address entered in the Address box. The Workflow Settings program, located on the System Administration > Workflow Administration menu, must be completed to define the workflow settings for your organization. Business rules that direct programs how and when to use the workflow process must be defined in the Workflow Business Rules program. Designated approvers, who are responsible for verifying process steps, must be identified in the Workflow User Attributes program. Munis Workflow, Version 10.5 Page 3

4 In the Roles Munis Systems program, the Workflow Process Access list grants users permissions to complete workflow processes. If the value of the Workflow Process Access list is Full, users assigned to the role can complete all workflow processes. If the value of this list is None, users assigned to the role do not have access to the workflow process. If the value of this list is Limited, users can access the workflow processes defined on the Workflow Process Access screen, which is accessed by clicking the folder button for the Workflow Process Access list. Munis Workflow, Version 10.5 Page 4

5 Workflow programs specifically for system administration personnel are available on the Munis System Administration menu. Workflow programs for general Munis users (that is, not system administration personnel) are available from product menus. In these cases, only the Workflow User Attributes, Workflow Business Rules, Workflow Pending Action Inquiry, and Workflow Approval History programs are available. Munis Workflow, Version 10.5 Page 5

6 Workflow User Attributes The Workflow User Attributes program allows you to create workflow approvers and to establish workflow forwarding and web services access. Click Update to define the user information and workflow details for a Munis Workflow user. Field Description User Information User ID This box identifies the user ID for the approver. Name This box contains the approver s full name. Address This box identifies the user s address. You can enter up to 50 characters of text in this box. Workflow This list determines the delivery method for workflow notifications. Options Delivery are All, Dashboard My Work, , and Workflow Assistant. If there are users for multiple delivery methods, you should assign the method that the majority of users use and update the remainder manually. Note: When you upgrade from an earlier version of Munis, the User Attributes program displays the delivery method of Dashboard My Work for any users with the Workflow Assistant delivery method. In this case, the Workflow Assistant delivery method continues to work normally. Munis Workflow, Version 10.5 Page 6

7 Field Workflow Detail User is Workflow Approver Description This check box, if selected, indicates that the user can approve workflow items. Use the Promote/Demote button to change the workflow approver status. The program selects or clears the check box to indicate the current status. If you demote an approver and there are pending actions or business rules for the user, the program displays a summary of records and then displays the Move Workflow Items to New Users screen, where User is Forwarding you can identify an alternate approver. This check box, if selected, indicates the user is forwarding workflow approval items to another approver. Use the Start/Stop button to control forwarding. The program selects or clears the check box to indicate the Approvals Will Be Forwarded To Approver Pre-Approvals Will Be Forwarded To User Number of Business Rules Setup for this User Number of Pending Actions for this User current forwarding status. If you select Start to initiate forwarding, you must complete the Workflow Forwarding screen to define the forward-to user and to specify the date range for forwarding, if applicable. This box contains the user ID and name of the user who is receiving the forwarded approval items. This list indicates the user ID and name of the user who is receiving the forwarded preapproval items. This field displays the number of business rules that have been established for the selected user. To view the business rules, click the folder button. The program displays the Workflow Business Rules for the User screen. The folder button is only available if there are business rules established for the user. This field displays the number of workflow actions that are currently pending for the selected user. To view pending actions, click the folder button. The program displays the Workflow Pending Actions for the User screen. The folder button is only available if there are pending actions for the user. Click Change Password to create a new web services password for the selected user, who must change the password the first time he or she accesses the service. This option also resets passwords if users forget personal passwords. This button is not available when the Delivery Method for the user is . Munis Workflow, Version 10.5 Page 7

8 Workflow Settings The Workflow Settings program defines how and when workflow notifications are sent to originators. Using this program, you can also create approval aging reports, manage workflow processes, and maintain certain update settings. The Workflow Settings screen includes several tabs, each of which allows you to manage different aspects of the workflow process. Approval Aging Tab The Approval Aging process scans all pending actions to identify any that have been idle for a specified number of days, and then it applies a specific action to all approval type pending actions that are overdue. Approval Aging is intended to keep approvers from waiting an indefinite amount of time before taking action on an item. Munis Workflow, Version 10.5 Page 8

9 The Approval Aging tab defines the parameters for the approval aging process. Field Description Approval Aging Tab Workflow Aging Options Execute Approval This list establishes when to create the Approval Aging report: Aging If you select Now to process the report immediately, use the buttons in the Output group on the ribbon to view, print, or save the report. Take Action After Approval Sits Idle For How Many Days? Print a Report of Idle Approvals Notify the Originator Notify This Administrative Address Forward Approval to Another Approver Approver Workflow Parameters Clear WF Comment on Target Record When Forwarding a Single Pending Action? Include Links for Common Workflow Actions in Approval Notices? If you select In Background (now) to process the report a single time using the event log and notification feature, or if you select At a Scheduled Time to establish a specific time when the report runs, the program uses Munis Scheduler. This box indicates the number of days that an approval can remain in the system with no approval action. When this time expires, the program takes action on the item. This check box, when selected, directs the program to print a report of all approvals that are idle beyond the days specified. This check box, when selected, directs the program to send a notice to the originator when time expires for an approval. This check box, when selected, directs the program to notify the address specified in the box when idle time has expired. If you select this check box, you must enter a valid in the box. This check box, when selected, directs the program to forward the expired item to a new approver. This list identifies the approver to whom the system forwards an item when idle time has expired. If you select the Forward Approval to Another Approver check box, you must select an alternate approver from this list. This check box, if selected, clears existing workflow comments included with a target record when you forward a single pending action. This check box, if selected, causes workflow s sent to approvers to include links that allow the approver to perform basic workflow actions, such as Approve, Forward, or Hold. When the approver clicks one of these links, a Munis Self Service page opens, allowing the approver to complete the action. To create an approval aging report, with the Approval Aging tab selected: 1. Click Define. 2. Complete the fields, as required, to define the report. Munis Workflow, Version 10.5 Page 9

10 3. If you select Notify This Administrative Address, you must enter an address in the box. 4. If you select Forward Approval to Another Approver, you must select an approver from the list. 5. Click Accept. If the value of the Execute Approval Aging list is In Background (now) or At a Scheduled Time, complete the Munis Scheduler screen to define the processing time; if the value of the Execute Approval Aging list is Now, click Execute. If you selected Print a Report of Idle Approvals, the program displays the Output screen. After you print the report, the Workflow Settings program closes. If you selected Notify the Originator, Notify This Administrative Address, or Forward Approval to Another Approver, the program displays a confirmation message. When you click Continue, the Workflow Settings program closes. Workflow Rejected Tab The Workflow Rejected tab identifies the originators to whom to send workflow rejection s. An notification is not sent to originators of workflow items for the selected process codes when those workflow items are rejected. Click Send on All to enable notification of rejections for all of the process codes, or click Skip on All to suppress notification of rejections for all of the process codes. To manually select the process codes for which to send or suppress notifications, click Update, select only those check boxes for the process codes to enable or suppress notifications, and then press Enter. Munis Workflow, Version 10.5 Page 10

11 Workflow Completed Tab The Workflow Completed tab identifies the originators to whom to send originators completion s. notifications are sent to originators of workflow items for the selected process codes when those workflow items are completed. Click Send on All to enable notification of completions for all of the process codes, or click Skip on All to suppress notification of completions for all of the process codes. To manually select the process codes for which to send or suppress notifications, click Update, select only those check boxes for the process codes to enable or suppress notifications, and then press Enter. Approver Rejections Tab The Approver Rejections tab determines the items for which to send rejection notices to prior approvers. notifications are sent to prior approvers of workflow items for the selected process codes when those workflow items are rejected by another approver. Click Send on All to enable notification of rejections for all of the process codes, or click Skip on All to suppress notification of rejections for all of the process codes. To manually select the process codes for which to send or suppress notifications, click Update, select only those check boxes for the process codes to enable or suppress notifications, and then press Enter. Munis Workflow, Version 10.5 Page 11

12 On Hold Notices Tab The On Hold Notices tab identifies the items for which to send on-hold notices to originators. notifications are sent to originators of workflow items for the selected process codes when those workflow items are placed on or off hold. Click Send On All to enable notification of on/off hold notices for all the process codes, or click Skip on All to suppress notification of on/off hold notices for all of the process codes. To manually select the process codes for which to send or suppress notifications, click Update, select only those check boxes for the process codes to enable or suppress notifications, and then press Enter. Notice Delivery Override Tab The Notice Delivery Override tab provides the option to force notice delivery through for specified business rules. Click Override All to force delivery of notification for all process codes, or click Override None to allow delivery of notifications to proceed based on approver settings for all process codes. To manually select the process codes for which to override the delivery method, click Update, select only those check boxes for the process codes for which to override the delivery method, and then press Enter. Munis Workflow, Version 10.5 Page 12

13 My Tab Messages Tab The My Messages tab provides message templates created for the various notifications that are distributed. Templates are created and maintained using the Microsoft Word Mail Merge functionality and then are stored for use with workflow messages. Field Description My Messages Tab Use Available Microsoft This check box, when selected, allows you to assign Microsoft Word Templates as Word templates to be used with process codes for Workflow Needed s Produce Templates in This option indicates the template version of Microsoft Word: Format Process When Used Message Template File Stored Microsoft Word 2003 (.doc) or Microsoft Word 2007 (.docx). This box contains the process code that uses the template. There may be multiple instances of the same process code as the same code may have Approve, Complete, and Deny actions that use different templates. This box indicates the action related to the use of the process code. This box indicates when or how the message is created. The message can either be a Standard message or it can be Created at Run Time. This box identifies is the name of the template used for the process code and action. Munis Workflow, Version 10.5 Page 13

14 To test a template: 1. Select the process code and action for which you want to test the template. 2. Click Test Template. If no date exists in the database to insert in the message, the program displays a message stating that it has sample data to use. 3. Click Continue. The program displays a message when the template has been tested. To test, the program creates an message using the template and sends the message to the address associated with your Munis user account. Note: The Link Template and Delete Template options are not functional. You must use existing templates. Workflow Settings Options The Menu group on the Munis ribbon in the Workflow Settings program provides the options for managing Workflow settings. Logon Hours (Workflow Assistant) If your organization uses Workflow Assistant, use the Logon Hours option to restrict when users can access the application. The Logon Hours screen displays a matrix of the days of the week and the hours of each day. To change permission or restrict logons for a block of time, click Update and select the applicable boxes to toggle the permissions. Note: The Logon Hours option is not available in the Munis GWC-SL format. Munis Workflow, Version 10.5 Page 14

15 Approval Messages The Workflow Approval Messages option maintains messages that display during the workflow approval process. You can have the message display one time for each approval group of items or for every item in an approval group. Use the buttons in the Actions group of the ribbon to add, update, or delete messages. Field Process Shown Message Description This list indicates the approval process for which the program displays the message. Note: For API-AP Invoice Approvals, approvers must respond to the message in order to complete the approval process. This option determines when a program displays the message: Display for Every Item Approved - The program displays the message for each item in the approval group. One Time for All Items in the Same Group - The program displays the message one time for each approval group. This box contains the message that the program displays. Munis Workflow, Version 10.5 Page 15

16 Approval Time Limits The Workflow Approval Time Limit Scheduler screen defines the events that trigger workflow notifications in the event that an approver does not complete a pending action within the specified time limit. A time limit applies to a specific pending action, not to all pending actions, and is designed to help process emergency or time-sensitive purchase orders or requisitions. When using Munis Scheduler with Workflow, a small scheduled job is automatically inserted into the Scheduler queue when a workflow item that includes a time limit is activated. The Workflow Time Limit Scheduler Notifications screen gathers the notification targets for these automatically scheduled jobs according to the defined events. When a pending action is processed by an approver within the specified time limit, the system automatically deletes the scheduled job. Using Munis Scheduler to notify individuals in the event that a pending action is not completed within the specified time limit is intended for workflow administrators; these notifications are not necessary for typical workflow processing. The Time Limit Scheduler Notifications screen establishes standard scheduler notification targets that are used each time a time limit job is executed. Select the event for which to use time limits, and then identify the notification recipients. You can identify recipients by user ID, established roles, individual addresses, or a combination of the three. Munis Workflow, Version 10.5 Page 16

17 Munis Scheduler uses these time limit values for every workflow time limit job it processes. As a result, Munis personnel recommend that you only set a notification to a workflow administrator or system administrator when a job completes with an error. Other settings will generate multiple messages that do not apply to administrative processes. To enter a time limit for action by the recipients, click Approvers in the Munis program that created the workflow item immediately after generating an item. When you click Approvers in the Munis program that created the workflow item, the program displays the Workflow Status screen. As you scroll through the pending actions, the Time Limit button is available when you highlight an approval type pending action that is current or queued. If the business rule has a predefined alternate approver, then selecting the alternate approver is an option. Otherwise, your only option is to receive an when time expires. Note: The Time Limit button is available for pending actions if the user ID is the same as the originator of the transaction; this prevents others from changing time limits. When you delete a master pending action record, the time limit record is also deleted. If a pending action is approved, rejected, or manually forwarded within its time limit, the unneeded time limit record is deleted. If a record has been placed on hold by an approver, the originator is notified if a notice is sent when time expires. A record on hold does not automatically forward to the alternate approver until the hold is released. In the Workflow Business Rules program, you must define alternate approvers on any approval type business rules for which you want to provide time limits. The originator of a transaction can choose to forward a time expired item to this alternate approver or to be notified when time expires. You can submit scheduled time limit tasks to run as often as you like, but you need to balance the frequency of timely notifications as the Workflow Approval Time Limits program takes action the first time it runs after a pending action has passed the time limit. For example, you enter a requisition that needs to be approved in 30 minutes, so you place a 30-minute time limit on the record after releasing the requisition to workflow. If Workflow Assistant last processed approval time limits twenty minutes prior, and is scheduled to process every 30 minutes throughout the day, then the time limit action will not be processed for the requisition until 40 minutes has passed. Time limits allow an originator to decide whether they should be notified if action is not forthcoming, or whether the pending action should be automatically forwarded to another approver (predefined on the business rule) once time expires. Munis Workflow, Version 10.5 Page 17

18 To process time limits: 1. Click Define. 2. Select the processing option from the Execute Time Limit Processing list. 3. Click Accept. If the value of the Execute Time Limit Processing list is Now, click Execute. If the value of the Execute Time Limit Processing list is In Background (Now) or At a Scheduled Time, complete the Munis Scheduler screen to define the processing time. In Munis Scheduler, the default values for the Notify option are completed according the values entered on the Time Limits Scheduler Notification screen. Note: The program scans workflow pending actions for time limits and performs the specified action on any items that are overdue. Change Delivery Method Option The Change Delivery Method updates a user s workflow delivery method from one method to another. When you click Change Delivery Method, the program displays the User Delivery Method Mass Change screen. If you are changing users to a delivery method of Workflow Assistant, you must specify a workflow web services password. You can either change the delivery method for all users using the From delivery method, or you can select specific users to change. Munis Workflow, Version 10.5 Page 18

19 Workflow Business Rules The Workflow Business Rules program creates unique approval and notification processes for many Munis transactions. Business rules can be defined for separate approval or notification processes by department and location. The workflow process uses these rules to produce pending action records that are sent to approvers. Business rules identify workflow processes. You have the option to define business rules for a department or an entire organization. For example, creating rules can ensure that the manager of a project approves any item charged to that project, or that a department manager approves transactions for their department, or any transaction in excess of a user-defined dollar amount. When you click Search in Business Rules, the program displays a specific Find Business Rules screen. Complete one or more of the fields to identify the business rule; the more criteria you complete, the more specific the search results. On the Business Rules screen, use the ribbon buttons to add, update, or delete business rules. Munis Workflow, Version 10.5 Page 19

20 The following table provides descriptions for the business rules settings. Field Approvals Tab Business Rule Setup Process Department Location Group/BU Reason Approvers Roles Description This box identifies the process code to which the business rule applies. This list indicates the department associated with the business rule. When the value of the Process list is ESA - ESS Accrual Requests, the list options provide the accrual types for which the approval is required. This list indicates the location code for which all processes should be approved. This list is only accessible for certain process codes. For the WOA or SRA process codes, this list becomes Work Order Type. This allows you to create business rules based on work order type codes. For the GLJ process code, this list refreshes to the User Defined box. This box allows you to enter a user-defined value that has been created in the User Defined Fields and User Defined Codes programs for the GL Journal Header application. For the API process code, this list becomes the Liquidations list with the options No PO, No Contract, Neither a PO nor a Contract, and PO or Contract Liquidation. For the VIA, VEA, VIU, and VEU process codes, this list refreshes to Vendor Type list, from which you can select an available vendor type. This list indicates the group or business unit to which the business rule applies. For the API process code, this list becomes the Pay Method list that provides the following options: Normal, Direct Disbursement, Wire Transfer, EFT, Active Card Integration, and P-Card Transaction. This list indicates the reason that the business rule applies. This list indicates the user ID and name of the approver for the business rule. If an approver has been removed from the system but remains active within workflow records due to current pending actions, the approver ID and description are displayed as UNKNOWN. These lists indicate the Munis roles of the approvers for the business rule. You can apply one or more individual approvers or roles to a single business rule. You can also require that a user be a member of more than one role to be included in the approval process. For example, you can specify that an approver be a member of Role A and Role B. The default value is Or. When you generate pending actions, each step level is examined and two groups of approvers are created. If any pending action at the current step has the All Approvers Needed to Complete This Group option selected, then it is set for all records in that step and for these groups of approvers, all members must approve their individual records. The program creates an additional approvers group at the step level for any pending actions for which the First Approver Can Complete This Group option is selected. In this case, only one approver of this group needs to approve a transaction to complete processing for the group. Both groups Munis Workflow, Version 10.5 Page 20

21 Field Step Type Min/Max Amount Description must be completed independently before the workflow process advances. Your organization should review existing business rules to ensure that the setup meets the correct approval criteria. This is the step at which the approval receives a pending action based on the business rule. There can be up to 99 steps for each business rule. The value of this box can be 0; in this case, approvals can be made at any time. Step level zero rules are generated into pending actions and activated first, followed by the next regular numeric step level. Step level zero pending actions and the regular numeric step levels are considered as two distinct groups that can be completed independently. Both groups must be completed before the workflow is identified as complete. A rejection from either group rejects the entire workflow and the normal rejection processing logic. A hold only affects the group in which it is applied, allowing the other group to complete its approval stream. If changes are made to the underlying Munis item that cause the workflow to be cancelled, then both groups of pending actions are cancelled. When identified approvers are roles, the step zero business rule processes an item as follows: 1. If the rule contains one role and the All Approvers Needed to Complete this Group option is selected, then all users within that role must approve to complete that groups approval. 2. If the rule contains multiple roles and the All Approvers Needed to Complete this Group option is selected, then all users within all roles must approve to complete the step. 3. If the rule contains one role and the First Approver Can Complete this Group option is selected, then only one user from the role is required to approve for the group. Step level zero business rules support currently available workflow options such as time limits and alternate approvers. This list indicates the workflow approval type. The options for this list vary according to the value of the Process box. The Location Ranges option creates a business rule for a process for a range of locations, rather than separate business rules for each location for the process. The Checklist Tasks option causes Business Rule Checklist fields to be accessible. These fields assign checklist task codes to multiple user IDs as part of the same workflow business rule. For example, when a new employee is hired, he or she needs a computer, a desk, and a parking pass. You can set up a new hire workflow business rule that prompts the program to send separate notifications to the person responsible for each of these tasks. Checklist task codes are established in System Miscellaneous Codes program. For the process codes VIA, VEA, VIU, and VEU, the Type list is set to WFG - Work Flow Groups and you must enter a rule range from established workflow groups. These boxes define the range of dollar amounts required for the pending Munis Workflow, Version 10.5 Page 21

22 Field Rule Type Description action to be delivered. The default value for the Min Amount box is 0.00 and the default value for the Max Amount box is If the value of the Type list is Budget Level, these boxes contain the minimum (1) and maximum (5) budget level values. This list indicates the action required of the approver: Approve The approver must approve the action defined by the business rule. Notify The approver is notified of the business rule action, but does not need to approve the action. The available options vary according to the process selected. Other Options These options vary according to the defined workflow settings. Deliver Immediately This check box, if selected, indicates that an approval notice should be delivered immediately using Workflow Assistant or . The default value for new records is selected. If this check box is not selected, Workflow Assistant extracts the item during the next scheduled check for pending items. If the approver receives and this check box is not selected, then the program does not send an when the business rule is used. In this case, it is the approver s responsibility to track the item and take appropriate action. If transactions are forwarded, this check box is always selected, as notification should be sent in this special circumstance. When forwarding is canceled, the check box remains selected. If the original approver does not wish to receive notifications, the check box must be cleared. If you click Mass Change to forward workflow records, the default value for this check box is selected to notify the user of the workflow change. If you click Duplicate, the default value for this check box is the same as the original record. Catchall Rule This check box, if selected, indicates that this rule is the default when there are no other business rules applicable to the process. This ensures that a person actually authorizes an item and there is no automatic approval. The default value for this check box is not selected, which means the transaction is automatically approved. Group Approvers at this Step These options apply to all business rules that generate pending actions into a step. The pending actions at that step create one or more groups based on selected option. Whenever a user approves a record, the program checks the current step by group to see if more processing is needed. All groups selected must approve an item to complete the step and advance the workflow. First Approver Can Complete this group - This option creates one group at the step filled with pending actions from all business rules for which this option is not selected. The first approver to approve from this group will complete the group for all approvers. For new business rules, this is the default option. Munis Workflow, Version 10.5 Page 22

23 Field Description All Approvers Needed to Complete this Group - The program creates one group at the step filled with pending actions from all business rules for which this option is selected. Every approver in this group must approve their pending action to complete the group. By Source Business Rule - First Approver from Rule Can Complete this Group - This option groups pending actions at a step according to their source business rule. Multiple groups may be present on a given step. Only one approver needs to approve to complete the group when this option is selected. By Source Business Rule - All Approvers from Rule Needed to Complete this Group - This option groups pending actions at a step according to their source business rule. Multiple groups may be present on a given step. Every approver in the group needs to approve to complete the group for this option. The browse screen, created output, and Excel export file provide a brief description that identifies the method of grouping approvers at a step. Alternate Approver If there is an alternate approver identified for the business rule, the program displays the name; otherwise, the program displays None. If an alternate approver is assigned and time limits are established for that approver, the program displays the number of days specified for the time limit. Bid/Contract Required This check box, if selected, indicates that a bid or contract is required for a requisition. If this check box is selected, then the default value for the Number of Quotes Required box is zero (0) and the box is not accessible. If this check box is not selected, then the Number of Quotes Required box is accessible. This check box applies when the value of the Process box is RQC-Requisition Conversion. Number of Quotes This box indicates the number of quotes required for a requisition. This box is only accessible if the Bid/Contract Required check box is not selected. The number of quotes must be between 0 and 100. This box applies when the value of the Process box is RQC-Requisition Conversion. Allow Munis Changes For certain expense process codes (EEE and EEA), this check box, if Without Restart selected, causes workflow items associated with the process code to allow you to edit a Munis item without restarting the workflow process. The Copy Business Rules process accommodates this change; this change does not apply to global business rules. This box is also available on the Find screen, allowing you to find only those business rules for which this feature is enabled. Rule ID This box displays the business rule ID (unique key). This value associates the audit entries created with the rule record. This is a display-only field. Business Rule Ranges These ranges are not applicable to all business rule processes. Line This box identifies the line number. The program assigns this number when you add or update a business rule. And/Or This list allows you to include combinations of data, as well as one or Munis Workflow, Version 10.5 Page 23

24 Field Group By Seg/GL Field From/To Group By Description more other options. Typically, the value of this box is Or. The And/Or option is only available for approval types SEG (GL Segments) or SOA (GL Segment and Amount). In these cases, use parentheses to separate the And portion of the phrase from the Or portion of the phrase. For example, type the phrase in the format (Org=010 And Obj=01001) Or (Org=020 And Obj=02001). Using And with any other approval types such as commodity codes or AR charge codes only generates a mutually exclusive set of business rule range records. This list indicates how to group the data. You can group up to a maximum of two parentheses. The options may vary by the type of range that you are creating. This box identifies the segment number from the general ledger account. This is the description of the field. These boxes specify the first and final codes in the range of codes. This list indicates how to close the group of data. You can group up to a maximum of two parentheses. The options may vary by the type of range you are creating. Business Rules Checklist This section is available when the value of the Type list is CHK Checklist Tasks. When you update this section, the Add Checklist Code, Move Up, and Move Down buttons are available. Use the Add Checklist Code button to add or update checklist codes; use the Move Up or Move Down buttons to move items in the checklist order. Code Checklist Description User ID Checklist Recipient This box contains the checklist item code, which identifies the checklist item that must be completed. Checklist codes are created and maintained in the System Miscellaneous Codes program for the code type CHEK Workflow Checklist Codes. Use the Add Checklist Code button to open the System Miscellaneous Codes program to add or maintain codes. This box displays the description of the checklist code. The program completes this value from the code description in System Miscellaneous Codes. This box identifies the user ID of the approver for this checklist item. You can assign different approvers to each checklist item (code). This box displays the full name of the checklist item approver. Duplicate Rules To create a duplicate rule based on the current rule criteria: 1. Find the business rule to duplicate. 2. Click Duplicate in the Actions group on the ribbon. 3. Update the fields, as required, to create the new rule. You must change at least one of the required fields before changing any of the other fields. 4. Click Accept. Munis Workflow, Version 10.5 Page 24

25 Transfer Business Rules to Other Users The Mass Change Approvals option transfers business rules and notifications from one user to another user. To transfer business rules: 1. Click Mass Change Approvals in the Menu group on the ribbon. The program displays the Mass Change screen. 2. Complete the fields, as required, to identify the Copy/Move From and Copy/Move To criteria. 3. Click Accept. The program displays a Summary screen, which details how many business rules will be moved and to whom, the number of pending action records that will be moved and to whom, and how many pending notification records will be moved and to whom. There are four Summary screen options: Continue - The program completes the process and displays a confirmation message. Cancel - The program aborts the copy process. Redefine - The program returns to the Mass Change Screen and allows you to change the criteria. Browse - The program displays a browse screen of business rules that are being copied or saved as a result of the operation. 4. Click the appropriate summary option for the change you are completing. Note: If forwarding is in place, an approver's records cannot be changed using this feature. You must cancel forwarding in the Workflow User Attributes program before performing a mass change. Munis Workflow, Version 10.5 Page 25

26 Use the following table as a guide when completing the Mass Change Approvals screen. Field Change Option Copy Business Rules Only Move Business Rules and Pending Actions to a New Approver Copy/Move From From Process From Approver When Moving Rules, Remove Workflow Approver Permission from Source User? From Role Department Location Group/BU Code Reason Code Copy/Move To To Process To Approver To Role Department Location Group/BU Code Reason Code Description For this option, the program copies only the business rules from one user to another and the lists in the Copy/Move From and Copy/Move To groups are available. For this option, the program copies business rules and any pending actions associated with those business rules to a new approver and the Remove Workflow Approver Permission From This User? check box and the From Approver and To Approver lists are available. This list indicates the process from which to transfer rules. This list indicates the approver for whom to transfer rules. This check box, if selected, directs the program to remove the workflow approver permissions from the original user. This check box is only available when you select an approver from the From Approver list. This list indicates the role from which to transfer rules. This list indicates the original approver's department. This list indicates the original approver's location. This list indicates the group or business unit from which to copy the workflow records. This list indicates the reason code for the workflow records being copied. This list indicates the process receiving the transferred rules. This list indicates the approver who is assuming responsibility for approving items for another user. This list indicates the role to which to transfer rules. This list indicates the new approver's department. This list indicates the new approver's location. This list indicates the group or business unit code to which the workflow records are being copied. This list indicates the reason code for the workflow records being copied. Munis Workflow, Version 10.5 Page 26

27 Alternate Approver Alternate Approver defines an alternate approver for an approval-type business rule for which to provide time limits. The originator of a transaction can choose to forward a time expired item to this alternate approver, or he or she can choose to be notified when time expires. Approval time limits restrict the amount of time a pending action waits for a particular approver to take action. Time limits also allow you to decide if you should be notified if action is not forthcoming, or whether the pending action should be automatically forwarded to another approver (predefined on the business rule) once time expires. To create an alternate approver from the Business Rules screen: 1. Click Add. The Alt Approver button is available. 2. Click Alt Approver. The program displays the Alternate Approver screen. 3. Select the alternate approver and complete the time limit boxes. 4. Click Accept. The program closes the Alternate Approver screen. 5. Click Accept again to save the change. Munis Workflow, Version 10.5 Page 27

28 Workflow in Munis Programs If your organization uses Workflow and business rules are in place for a process, the Munis program screen includes Workflow options. Typically, the Release button is available on the program s menu and the Workflow options are grouped in a Workflow group at the bottom of a program screen. When you click Release, the Workflow process begins. Workflow distributes s to the approvers identified for the applicable business rule. When an approver receives an notification, he or she opens the program and selects the appropriate workflow action: approve, reject, hold, or forward. He or she can also view a list of other approvers for the item by clicking the Approvers button. If the approver uses Workflow Assistant, he or she opens that application to view outstanding items for approval, and then selects the appropriate workflow action. When the approver selects the workflow disposition, Workflow completes any additional notifications according to the settings in the Workflow Settings program. Munis Workflow, Version 10.5 Page 28

29 Additional Workflow Programs In addition to workflow users and business rules, Munis Workflow contains additional programs for managing the workflow process. The Workflow Pending Actions program displays all current pending actions for your organization. You can delete any pending actions; however, you cannot create additional pending actions. Pending actions sent to Workflow Assistant sort in order of their date/time stamp. The entries appear oldest to newest within their process code groupings. It is recommended that only selected employees within an organization have access to this program. Access is granted by the system administrator. Caution: You should only delete step 100 records if the entire workflow for a particular transaction is being deleted. Step 100 records are used to route an back to the originator of the transaction in the event that the transaction is rejected. Pending action records should never be deleted using database tools unless recommended by Munis Technical Support. The program deletes approval time limit records when you delete the associated pending action records. To create an exact copy of the current pending approval record, click Copy to display the Copy screen. To update a pending action, click Update, modify the fields, as required, and press Enter. You cannot change the Process, Type, Approver, or Key fields. Pending Action Inquiry If you access Workflow Pending Actions from Workflow Pending Action Inquiry, the program displays as inquiry-only. The Find and Browse options on the ribbon are accessible to help you locate specific records, and you can create a report using the Output options in the ribbon, but you cannot update any data. In addition, the Clear Hold option is not available. Munis Workflow, Version 10.5 Page 29

30 Workflow Approval History The Workflow Approval History program provides the history for defined approvals. History records are created as each pending action step is completed. This inquiry-only program provides simple output that allows you to review and analyze transactions. Whenever a workflow action is generated, the user ID of the employee who enters the action item is considered the originator. If the workflow item is rejected during the approval process, the originator receives an notifying her or him of the rejection. The following table provides field descriptions for the Approval History screen. Field Workflow Details Process Type Step Approver Key Info Active Completion Details Complete Action Description This list indicates the process code for the workflow business rule. This is an approval type code for the workflow process. This value indicates the step at which an approver receives a pending action. There can be up to 99 steps for each business rule. This list indicates the approver whose approval history you wish to view. If an approver's user ID and description have been inactivated, but the approver remains active in workflow records due to the existence of current pending actions, the approver information is shown as UNKNOWN. This box indicates key process information such as process type, year, step, or transaction number. This box indicates any additional information regarding the business rule action. These boxes contain the date and time that the record became active. These boxes contain the date and time that the record became complete. This list determines the action for the approver, such as A-Approve, F-Forward, H-Hold, or R-Reject. Munis Workflow, Version 10.5 Page 30

31 Field Comment Description This box contains comments from the approver. If a transaction was automatically approved, the program displays an auto-approval notice in this box. Workflow Assistant Workflow Assistant is an integral component of the Workflow module; it is designed to assist you with managing your outstanding approvals. The Workflow Assistant (Client-side Version) program automatically checks for pending actions entered using Munis programs and notifies you if there are any items waiting for your approval. The Workflow Assistant (Log-in Version) does not automatically identify new workflow items as they become available. If you use Workflow Assistant (Log-in Version), you must open the program periodically to check for items that are available for your action. For either version, each Workflow Assistant user must have a web service password and access to each web service function that services Workflow Assistant. Workflow Assistant (Client-side Version) The Workflow Assistant (Client-side Version) program checks for pending actions entered using Munis programs and notifies you if there are any items waiting for your approval. When Workflow Assistant (Client-side Version) finds items that require attention, the program provides a visual or audio cue similar to an program. The application displays a summary of work to be completed within Munis programs. If further information is needed before an action can take place, click the item description on the Workflow Assistant (Clientside Version) screen to activate the Munis application and display all data associated with the action. Pending actions may be addressed from entry programs, approval programs, the Tyler Dashboard, Workflow Assistant (Client-side Version), or Workflow Assistant (Log-in Version), which is accessible on the Departmental Functions menu. Workflow notifies transaction originators on a process-by-process basis if a transaction is rejected. On the Workflow Rejected tab in Workflow Settings, the Workflow administrator may select the codes for processes that do not send an notification to the originator in the event that a transaction is rejected. Workflow Settings options also exist to optionally notify originators when a workflow process is completed or when an approver places or removes a hold on an item. There is also an option to notify prior approvers of a workflow when a rejection occurs at a later step. The program displays a warning message if there are more pending actions than can be delivered. Munis Workflow, Version 10.5 Page 31

32 Program Status Indicators The Workflow Assistant (Client-side Version) icons in the system tray indicate the program status and the status of messages: An empty mailbox indicates there are no new items waiting for attention; the mailbox is in active status established by logon hours in Settings. A sleeping moon indicates that Workflow Assistant is currently inactive. The inactive status is established by logon hours in Settings. A full mailbox indicates new work has been delivered, or that there are still items in your local cache that need attention. A mailbox with a red circle and X indicates Workflow Assistant has lost contact with the Munis server or an error has occurred. Before the program checks again for work, you need to select the Enable Checking option to re-establish your connection. To activate Workflow Assistant (Client-side Version), right-click the Workflow Assistant icon in the system tray to display a menu. The following options are available: Check Now The Check Now option prompts Munis Workflow to check for any pending actions. If pending actions are found, the program notifies you by changing the empty mailbox in the system tray to a full mailbox. You can then view the pending actions by selecting View Current from the menu. View Current The View Current option displays the Current Pending Actions window, where all work (notifications, approvals) that has been previously downloaded to the client workstation on the last check by Workflow Assistant (Client-side Version) is stored. This is known as the local cache. Within the View Current function, you may browse the work; you may also approve, reject, forward, or place notifications on hold directly from the Workflow Assistant client. After you identify items with the appropriate action, click OK to process the batch and remove the entries from the local cache. You can click on any item in your current work list to launch the linked Munis program. This is useful if you need more detail before processing the item. You can also view more detail on the item without opening a Munis program by right-clicking on the item and selecting Additional Info. Additional information exists for purchase orders and requisitions and is available to be used for additional process codes, upon request. When you release an item for approval, Workflow Assistant sends a pending action notification. Select View Now to view all actions currently pending in the Workflow Assistant. By selecting the corresponding checkbox, you can approve, reject, forward, or hold each pending action. When you click OK, the items are automatically updated in Munis to the new status. Munis Workflow, Version 10.5 Page 32

33 If you reject or place an item on hold, the program displays a Reason Comments screen where you can enter a reason for the item's status. If you reject an item, Workflow Assistant sends an to the originator because the originator is assumed to be someone who is not part of the approver group and who may not be set to receive pending actions by or Workflow Assistant. If you forward an item, the program displays an additional screen where you can select the user to whom to forward the item, and add a reason for the forwarding action. You can use the check box options in the Current Pending Actions window to manage approvals, or you can right-click an item. You do not need to be logged into the Munis system to work in the Current Pending Actions window. When the Current Pending Actions window is open, Workflow Assistant suspends checking for work. Disable/Enable Checking The Disable/Enable Checking option allows you to stop the Workflow Assistant (Client-side Version) program from checking for more work. Use this option to suspend normal work checking without actually stopping the program. Workflow Assistant automatically disables checking if it detects the Munis server is unreachable. This could occur if the network is unavailable or a laptop client disconnects from the network. Workflow Assistant also disables checking if an error occurs in the Munis application that supplies the work. In this case, the program displays a message and you need to select the Enable Checking option to re-establish connectivity. The Enable Checking option resumes the regularly scheduled checks for work stopped. The Munis server is checked, and Workflow Assistant is not enabled if the remote machine is not reachable. Choose Settings to configure Workflow Assistant to start automatically when you turn on your computer. The Workflow Assistant program performs an initial check for pending actions one minute after it opens, allowing essential network services time to start. After the initial check, additional checks occur on a user-established schedule. Settings The Settings screen allows all Workflow Assistant (Client-side Version) users to maintain Workflow Assistant settings. Field Description Munis Server Credentials UID This is the user's system name on the Munis server. Workflow Assistant first logs in to the Munis server using the user ID and password, and then the Munis user name defined in Settings. This bypasses the user s normal profile to run a particular program from Workflow Assistant. PWD This is the user's password for web services stored on the Munis server. The password is stored in encrypted text in the user s.ini file settings. Munis Workflow, Version 10.5 Page 33

34 Field URL Launch Delay Alert Me Pop Up Message Play Internal Sound File Play External Sound File That I Will Provide No Sounds Program Options Check For Pending Actions After How Many Minutes? Grid Style Make Check Boxes Appear on the Right? Start Workflow Assistant Whenever Windows Starts? Debugging Options Tracing On? Initialize Trace Files When Workflow Assistant Starts? Overridden IP Address Description This is the name and port number for the workflow web services being accessed. This box allows you to set the time for web services to disconnect after a selected program opens. If web services disconnect prematurely, it may cause the selected program to abort. The default value is 5 seconds; you can reset this to any value between 1 and 20, inclusive. This check box, if selected, directs the program to send notification when new pending actions are delivered. This list allows you to select an audio alert when a new pending action is delivered. Built-in sounds are available within the Workflow Assistant directory. When you click the disc button, the program plays the selected sound. This box allows you to select a user-defined audio alert when a new pending action is delivered. These sounds are not found in the Workflow Assistant directory. Use the folder button to browse for.wav files. It is recommended that you copy the file into the Workflow Assistant installation directory. When you select this option, the program does not play a sound when new pending actions are delivered. This box allows you to specify the time interval between pending action checks. The acceptable range of values is 1 to 720 minutes. This list allows you to select the background style of your list of pending actions. This check box, if selected, directs the program to display check boxes to the right of the text. This check box, if selected, causes Workflow Assistant to begin running whenever Microsoft Windows starts. This check box, if selected, directs the program to create a trace log file of Workflow Assistant activity. This check box, if selected, directs the program to delete the current trace log files within the Workflow Assistant directory. The program displays a message if logging is still in effect and the logs continue to be produced. When you type an IP address in these boxes, your computer's IP address is converted to another address that will be assigned by network address translation (NAT) or virtual private networking (VPN). Caution! You should only alter this setting at the direction of your network or system administrator. Munis Workflow, Version 10.5 Page 34

35 Forwarding You may enable forwarding of your work directly from the Workflow Assistant (Client-side Version) program without entering the Munis system. This option displays a checkmark and the name of the person to whom you are forwarding. The forwarding options are updated when Workflow Assistant directly executes the Workflow User Attributes program with special parameters. A forwarding action requires a user name to receive the notices. A business rule does not need to be set up for that forwarding user. When forwarding, Workflow Assistant assumes the business rules established for the original user are to be used by the temporary user. The temporary user must be established in Workflow User Attributes. You must also identify a preapproval user when you enable forwarding. The specified preapprover will receive any Requisition Lite preapprovals for which you are responsible until the Forwarding period expires. Temporary Login The Temporary Login feature allows users to check for work on any workstation where Workflow Assistant has been loaded. A user selects Temporary Login from Workflow Assistant, and then enters a user name and password. The temporary user can now perform all Workflow Assistant functions normally. When the temporary user logs out, the locally cached pending actions are discarded so that the next scheduled check for work is performed in the name of the primary user. When a temporary login is in effect, there is a check mark next to this menu option, and the temporary user's name is shown in the menu. To change the password: 1. Click Change Password on the Munis Server Credentials tab. The program displays the Workflow Assistant - Change Password for Web Services screen. 2. Type your current password and your new password in the boxes. 3. Click Save. To view or change logon hours: 1. Click View Logon Hours on the Munis Server Credentials tab. The program displays the Workflow Assistant - Logon Hours screen. 2. Click the boxes to establish logon time parameters. When the box is red, logon is denied; when the box is green, logon is permitted. Note: If you are logged in to the PC using a local administrator s account, you can update the logon hours locally until the next time Workflow Assistant is started. This is useful for testing purposes. 3. Click Save. Note: An administrator can control how late in the evening a user may be logged in and schedule nightly backups after login hours. Users may leave their computers on and do not need to close Workflow Assistant. During hours when no logins are permitted, Workflow Munis Workflow, Version 10.5 Page 35

36 Assistant runs, but does not retrieve work, update items, change forwarding, or otherwise interact with the server. Workflow Assistant (Log-in Version) Workflow Assistant (Log-in Version), if installed, is available on the Departmental Functions menu. The program is functionally the same as Workflow Assistant (Client-side Version) that exists for Windows client PCs. If you use a web browser or Macintosh computer, this version of Workflow Assistant is the only one that is compatible with these environments. It can also be useful if you do not wish to install any software on the client PC. Workflow Assistant (Log-in Version) does not automatically notify you when items are awaiting your approval. You must check the Workflow Assistant (Log-in Version) program periodically to view items for approval. Click Refresh to view new items that have become available since you launched the program. The options available for processing an approval vary according to the approval type. When you establish forwarding, the program forwards all active messages in your inbox to the forwarding recipient. If you access Workflow Assistant (Log-in Version) when you have forwarding enabled, the program prompts you to confirm if you want to retain or cancel the forwarding feature. If you cancel forwarding, the program returns all unprocessed approvals to you and sends all future approval messages to you. Workflow notifies transaction originators on a process-by-process basis if a transaction is rejected. In the Workflow Settings program, the Workflow administrator selects the codes for processes that should require notification to the originator in the event that a transaction is rejected. When you open Workflow Assistant (Log-in Version), the program displays all items awaiting your approval. To manage an entry, highlight the entry, and then use the option buttons to approve, reject, forward, hold, add comments, or view approvers. Munis Workflow, Version 10.5 Page 36

37 If the green light on the Dual Delivery button is selected, you receive workflow updates from and Workflow Assistant. Click Dual Delivery to change this option. Using Workflow with Tyler Dashboard The Tyler Dashboard includes web parts for managing workflow items. The My Workflow web part provides options for viewing and managing workflow items; the Workflow Manager web part provides an overview of the workflow status within your organization. For more information on using the Tyler Dashboard and Munis web parts, see the Tyler Dashboard User Guide and Tyler Dashboard Available Web Parts for Munis. My Workflow The My Workflow web part displays the number of Workflow approvals, notifications, and alerts you currently have pending. Use the web part to approve or deny workflow items and to acknowledge workflow notifications. You can also turn on Workflow forwarding from this web part. When you click Notifications or Approvals, the group expands to show each item in the category. To process the workflow items, select the check boxes for the applicable items and then use the Accept, Reject, Forward, or Hold buttons to complete the action. Munis Workflow, Version 10.5 Page 37

38 To approve single items, click the Actions arrow for an item and select the appropriate action from the menu. The View Details option on the Actions menu provides the item details. On the Details tab, the More Info option, if available, provides the item details in the associated Munis program. The Reason option maintains the hold or rejection reason. Munis Workflow, Version 10.5 Page 38

39 To turn forwarding on, click Settings. On the Forwarding tab, select the Forwarding On check box to enable forwarding. When you select this check box, the web part refreshes to include the Forward To list. If any user is currently forwarding work items to you, you cannot set forwarding. The Settings option also provides the Refresh Rate tab, where you can adjust the time for this web part to refresh data. Workflow Manager The Workflow Manager web part displays a list of workflow items by process or approver compared to a certain date. It also presents workflow items as a chart or graph. The Workflow by Process tab displays workflow items compared to the current day last week, month, or year when you select an option from the list. Click a process code to view additional details. The number of currently pending items for the process code displays in the Pending column. The up or down arrow indicates that the number of pending items is up or down from the same day last week, month, or year. When you hover your cursor over the box, the program displays Munis Workflow, Version 10.5 Page 39

40 the current number of pending items and the historic number of pending items. Click a process code to view a list of all of the workflow items for that process code, and then click the folder button for an individual item to view further detail. Munis Workflow, Version 10.5 Page 40

41 When you are viewing item detail, click View to view the detail in the applicable Munis program. If enabled, click to attach the item to an message. The Workflow by Approvers tab displays a list of Workflow items by approver. Click the folder button to view the process codes and details for the approver s workflow items. From the Process Code column, click a process code to view a list of the specific workflow items for that process code and approver. Click the folder button for the process code detail to see item detail. Click View to view the item detail in the applicable Munis program. If enabled, click to attach the time to an message. Munis Workflow, Version 10.5 Page 41

42 The Charts and Graphs tab provides workflow data in a chart or graph format. Under Data Collection, select a process code and define an individual or range of dates for which to view workflow items. To change the date, click Select to display the date selection box. When you change the date range, click Redraw Chart to update the display. Use the Charting Options group to change the chart format. Munis Workflow, Version 10.5 Page 42