Use the Groups tab on the Workflow Setup page to create and manage Workflow Groups, which are rule-based collections of user types (Workflow Roles) created to perform a defined function in the district or building. Unlike Roles (which are static lists of employees), Groups use conditional rule definitions to dynamically determine which employees are included based on criteria evaluated against the database at runtime. Groups are the mechanism that enables conditional approval routing in the Advanced Workflow.
At least one active Workflow Group must be configured on the Groups tab with a Workflow Area applicable to Purchase Orders (PUO) and rule definitions configured.
Menu path
From the System Administration menu, select Workflow. From the Advanced Workflow menu, select Workflow Setup. On the Workflow Setup page, select Groups.
Create Workflow Groups
For each group needed:
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Select Create Group.
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Enter the Group Title (e.g., "PO Over $5,000").
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Select Purchase Order in the Workflow Area field.
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Enter a Description (optional).
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Set the Status to Active.
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In the Group Criteria section:
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Select Add to add a predicate row.
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Select the Area (e.g., a table, such as purchase order fields).
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Select the Field Name (column to evaluate).
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Select the Condition (operators: equals, greater than, less than, contains, is in, etc.).
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Select the Value to compare against.
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Use And/Or to chain multiple predicates.
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To create nested logical expressions for complex conditions, select the Group option to group records. Select the Group button, and then select Yes. Select Update.
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To ungroup records, select X on the bracket that indicates grouped records. Select Update, and then select Yes.
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You can select View Members to preview which employees/records match the criteria and verify the generated SQL.
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Select Save or Save and Create New.
Create all groups needed for PO approval routing (e.g., by PO amount range, department, location, or other purchase order attributes).