Workflow Groups
Review, manage, and create Workflow Groups on this page. A workflow group is a group of employees with a common set of user characteristics who you want to assign as approvers. The groups are different for each workflow.
The Workflow Groups page defines the rules based on the workflow type on the Workflow Applications page.
Groups also define specific functions in districts and buildings.
Menu Path
From the System Administration menu, select Workflow. From the Workflow menu, select, Workflow Setup, then select the Workflow Groups tab. Select a group from the list to review details or click the Create Group button to create a new workflow group.
How Workflow Groups Work
A Workflow Group creates a specified set of employees related to data records with common characteristics. Use the Group Criteria to define these sets of employees.
- You may use as many different criteria as desired.
- Criteria Areas that are not related to employee record data will create groups based on security user data.
- Use AND when a data record must have multiple criteria as indicated. The Field Name must be different because a single data field does not have two sets of data.
- Use OR when a record should be included if it contains one matching data point. You can use the same Field Name with OR, and the data in the record must match one of the qualifiers.
Example 1 - Create an Employee Leave Request Workflow Group for a Specific Building and Department
In this scenario, we are creating a group that applies all employees who work in the selected building and department. A workflow using this workflow group might be directed to an administrator who oversees the department. Both qualifiers must match for employees to be included in this group. An employee who works in the same building but has a different department on their employee record is not part of this group.
Follow the procedure to create a Workflow Group and enter the following group criteria:
| And/Or | Area | Field Name | Condition | Value |
|---|---|---|---|---|
| Employee | Base Location | = Equals | Select the building. | |
| AND | Employee | Department | = Equals | Select the department. |
- Area: Employee
- Field Name: Base Location
- Condition: = Equals
- Value: Select the building.
- AND/OR: AND
- Area: Employee
- Field Name: Base Location
- Condition: = Equals
- Value: Select the department.
Example 2 - Create a Purchase Requisition Workflow Group for Specific Funds
In this scenario, we are creating a group that includes specific financial data. Members are restricted to users who have security permission to review the financial data.
Follow the procedure to create a Workflow Group and enter the following group criteria:
| And/Or | Area | Field Name | Condition | Value |
|---|---|---|---|---|
| Budget | Key Organization | = Equals | Select a fund value. | |
| OR | Budget | Key Organization | = Equals | Select a second fund value. |
- Area: Budget
- Field Name: Key Organization
- Condition: = Equals
- Value: Select a fund value.
- AND/OR: OR
- Area: Budget
- Field Name: Key Organization
- Condition: = Equals
- Value: Select a fund value.
Create a Workflow Group
- Choose the Workflow Groups tab.
- Select Create Group.
- Complete the following fields under the Workflow Group Information section:
Enter the Workflow Group Title.
Once a title is created, you cannot change it later. If you want to change the title, you must create a new Workflow Group with the new title.
- Select the Workflow Area.
- Enter a Description.
- Status is set to Active by default.
- Enter the Group Criteria.
- Click Save.
Delete a Workflow Group
- Choose the Workflow Groups tab.
- If needed, select the Status toggle to change the Workflow Group to Inactive.
- Click Remove.
- Select Yes.
View Role Members
- Select the appropriate Workflow Group.
- Click View Members.