PowerSchool ERP System Administration
PowerSchool ERP System Administration
Breadcrumbs

Workflow Designer Groups

Use the Groups tab of the Workflow Designer to define the routing rules for the Workflow.

From the System Administration menu, select Workflow. From the Workflow menu, select Workflow Designer, then select Groups.

Rule Definitions

Your groups are defined by rule definitions. Rule definitions use the same logic as Advanced Search. An Advanced Search lets you define criteria using many fields associated with a particular type of record. You define search criteria through search statements and logical operators.

It is important to map out your groups to make sure your employees fall into the rule definitions you define. When defining a rule that has multiple statements involved, an employee must match the definitions of a statement to be included. If an employee does not match the definitions or they do not have a record for any of the areas used in the rule, they will not be included in the group.

Add a Workflow Group

  1. Open the Workflow Groups page.

  2. Click Add.

  3. Complete the fields in the General Information and Rule Definitions sections, and then click Save.

  4. Click View Detail (binoculars) to display the Group Dialog page. This page holds the SQL Query generated by the Rule Definition entered and the list of Group Members based on that query.

Update a Workflow Group

  1. Open the Workflow Groups page.

  2. In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.

  3. Click on the Group ID of the group you wish to update.

  4. Update the fields in the General Information and Rule Definitions sections, and then click Save.

Delete a Workflow Group

  1. Open the Workflow Groups page.

  2. In the Search Criteria section, enter criteria identifying the records to list, and then click Load Records.

  3. In the Search Results list section, select the checkbox in the Delete column in the appropriate row, and then click Save.

  4. In the Confirmation dialog, click Yes.

Fields and Descriptions

Workflow Group Details page

General Information

Field

Description

Group ID

Unique identifier for the group.

The limit is 10 characters.

Title

Title for the group.

The limit is 25 characters.

Data Set

Type of data for the group. The only option for this release is Employee Leave Request. Display only.

Description

Detail description for the group.

The limit is 500 characters.

Rule Definitions

Field

Description

Actions

Type of actions that can be completed on a particular line of a rule definition.

The choices are:

  • Copy: Copies an existing rule. The copy is placed after the original, shifting all other rules down.

  • Add: Inserts a new rule above the rule selected.

  • Delete: Deletes the rule.

Logic Grouping

Select the checkbox of the Logic Grouping column in multiple adjacent rules to group the rules together using parentheses. After the adjacent rules are selected, the column icon should turn dark and must be clicked to insert the parenthesis for the rules in the Criteria Grouping field. A will display in the column to the right of the checkbox for the first rule in the grouping.

AND/OR

Type of grouping to use.

#

System generated number for the rule.

Area

Tables available to use to create the rule. The tables listed in the dropdown will be different based on the Data Set selected. The default Data Set is the Employee Leave Request Data Set.

Select:

  • Employee

  • Employee Pay Rate Information

  • Employee Personnel Information

  • Job Class Table

  • Leave Code Table

  • Payroll

  • Workflow e-Form Detail

  • Workflow e-Form Header

Field Name

The available column to use for the rule definition of the table selected in the Area. The dropdown selection will be populated by fields according to the selection made in the Area field.

Condition

The SQL operation for the rule based on the field selected in the Field Name.

Select:

= (equals)
> (is greater than)
>= (Is greater than or equal to)
< (is less than)
<= (is less than or equal to)
is in (comma delimited list)
is not in (comma delimited list)
<> (is not equal to)
is blank
is not blank
starts with
contains

Value

Value for the rule. This field may be a dropdown if validation options are specified for the Area/Field Name selected, otherwise it is a text field.

Notes

Any necessary information regarding the rule can be entered in this field. It is not used by the rule definition when selecting the records for the group.