The approval workflow is common business processes that require someone to sign off on the data at a certain stage. Approval workflows require multiple checks throughout the process and from a variety of different stakeholders.
Strayos provides a flexible approval workflow process to track the inventory items. The workflow process can be configured to introduce multiple stakeholders at different stages of the process.
User & Group Management
A stakeholder in an approval process can be an individual or part of a group. Strayos allows the user to configure groups of users like Plant Managers, Division Managers, Directors, etc.
A group can be created/modified/deleted by a subdomain admin.
1. To access the User & Group Management feature, select the Workflow menu from the dropdown:
- Select the User & Group Management option from the left side panel:
- Select a Domain and Subdomain from the dropdown menu. Click on Add User Group to add a new group.
- Provide a Group Name and select the Members belonging to that group. Click on Add to create the group.
- Once the group is created, you can modify/remove the groups in the same section.
The Process Management section enables a subdomain admin to define a workflow approval process. The subdomain admin can choose the different stages in the workflow and the transitions between each stage and who can perform it.
Take an example for the following approval process:
- An employee creates a stockpile. A workflow request is initiated.
- The request is sent to a Plant Manager for approval. They can either approve/reject the request with comments.
- If the Plant Manager approves the request, it is sent to Divisional Manager. If it is rejected, then it is sent back to the employee who created the request along with rejection comments.
- If the Divisional Manager approves the request, the workflow goes into Completed state and the process ends there. If the Divisional Manager rejects the request, it is sent to the Plant Manager along with the comments.
The above process can be modeled in Strayos platform through the following steps.
- To create a new Workflow Process, select the Process Management section from the left side panel.
- Select a Domain and Subdomain from the dropdowns and click on Add Workflow Process button.
- Provide a Process Name and Process Description to identify the process. By default, there will be 2 mandatory states in the process: Start and Complete. The names of the states can be changed as per requirement.
- Additional states can be added to the process by clicking on the Add State (+) button
- Add all the required states and click on Next
- In the next screen, create the mapping between each state from Start to Complete to define the process flow
- The entire process is defined as a set of transitions. A transition is a mapping between two states, an action and the actor.
State From - The current state of the request
Action - The action that will take the request to the next state
State To - The next state of the request
User/Group - The user/group who can perform this action
- For e.g, the requirement “When a Plant Manager Approves a request, it should be forwarded to Division Manager Approval” can be mapped as follows:
State From: Plant Manager Approval
State To: Division Manager Approval
User/Group: Plant Managers
- The entire mapping for our use case looks as follows:
- Click on Add to create the Workflow Process
Assigning a Workflow Process to a Stockpile
During Stockpile creation, a particular Workflow Process can be assigned by selecting from the list of available processes in the dropdown. The stockpile will then follow that workflow approval process.
- Go to Inventory Panel and Select Create a Stockpile from the left panel
- Draw a Stockpile using the tool and double click to stop
- In the overlay, provide a Name, Color and Material Type for the Stockpile. Select the workflow process to be followed in the Workflow Process Type dropdown and click on Save.
Workflow Request Management
Once a stockpile is created, the creator can access the workflow request in Workflow Request Management.
- To access the Workflow Request Management, select the Workflow menu from the dropdown:
- Select Workflow Request Management from the left panel.
- Select a Domain, Subdomain and Site from the dropdown to fetch the requests.
Depending on the defined process and the current state of the request, different users have different
- Select an action to perform: e.g., Approve in the below case
- Once an action is selected, an option is provided to provide additional notes:
- Provide an optional notes and click on Approve to approve the request and forward to the next stage