Workflow
Format and Layout
- Changes to Workflow (Newsletter 13.5a, Jan 10)
- Visibility of Substitutes in Workflow Maps (Newsletter 11.4a, Aug 09)
- Resizing the workflow pane in workflow enquiries (Newsletter 11.4c, Aug 09)
- Where to look to see workflow comments on journals (Newsletter 10.5c, Mar 09)
Access and Setup
- Reminder how to turn off email alerts that you have a workflow task (Newsletter 10.5b, Mar 09)
- Workflow Maintenance (Newsletter 9.4c, Jan 09)
Historical Information
- How to see the items you have approved in requisitions workflow (Newsletter 9.2f, Jan 09)
Substitutions
- Visibility of Substitutes in Workflow Maps (Newsletter 11.4a, Aug 09)
- Setting up Substitutes (Newsletter 9.4d, Jan 09)
- Activating Substitutes (Newsletter 6.1f, June 08)
Maps
- Internal Trade Workflow Maps (Newsletter 11.4b, Aug 09)
- Where to find Workflow Enquiries (Newsletter 8.1a, Nov 08)
Updates
- Changes to Workflow (Newsletter 13.5a, Jan 10)
- Ghost workflow tasks (Newsletter 10.5e, Mar 09)
Expenses
- Expenses Workflow (Presentation to User Group, 21 April 10)
If you can not find the answer to your question here, try looking at the FAQs before raising a ticket with the BUCS Service Desk.
Newsletter Articles
Format and Layout
There have been a number of important changes to workflow with regard to tasklists, requisitions, supplier invoices, purchase invoices and internal orders.
When a substitute is activated, it now possible to see their details on the workflow map in the task information section.
Resizing the Workflow Pane in Workflow Enquiries (Newsletter 11.4c, Aug 09)
When you run workflow enquiries in Smart Client Agresso automatically produces the workflow map – but in a very narrow window in which it is difficult to see much detail. This window can be resized by dragging the left side of the pane to the left to enlarge and to the right to contract. This setting is retained for the next time you open this or any other workflow enquiry.
When you run workflow enquiries in Smart Client Agresso automatically produces the workflow map – but in a very narrow window in which it is difficult to see much detail. This window can be resized by dragging the left side of the pane to the left to enlarge and to the right to contract. This setting is retained for the next time you open this or any other workflow enquiry.
On the workflow maps you can highlight any step and see the comments/details in the pane on the right of the screen.
Access and Setup
Reminder how to turn off email alerts that you have a workflow task 
(Newsletter 10.5b, Mar 09)
If you do not wish to receive reminders that you have workflow tasks, you can alter your 'Personal Settings' on Self Service.
(Newsletter 10.5b, Mar 09)If you do not wish to receive reminders that you have workflow tasks, you can alter your 'Personal Settings' on Self Service.
Workflow Maintenance (Newsletter 9.4c, Jan 09)
To add someone to an approval workflow or change an approval limit an e-mail request should be sent to mis-support@bath.ac.uk detailing the changes required. If the addition/change is not already on the authorised signatory list an amended signatory list will be sent to the department. This must be completed and returned before any workflow changes can be made. This procedure is also to be used for substitutions.
To add someone to an approval workflow or change an approval limit an e-mail request should be sent to mis-support@bath.ac.uk detailing the changes required. If the addition/change is not already on the authorised signatory list an amended signatory list will be sent to the department. This must be completed and returned before any workflow changes can be made. This procedure is also to be used for substitutions.
Historical Information
How to see the items you have approved in requisitions workflow (Newsletter 9.2f, Jan 09)
(Newsletter 9.2f, Jan 09)There is a report available in Smart Client which enables a user to see what requisitions they have approved during a period.
Substitutions
When a substitute is activated, it now possible to see their details on the workflow map in the task information section.
Setting up Substitutes (Newsletter 9.4d, Jan 09)
We are improving the way in which a workflow substitute is authorised.
For new substitutes please email the help desk at mis-support@bath.ac.uk with the following details:
We are improving the way in which a workflow substitute is authorised.
For new substitutes please email the help desk at mis-support@bath.ac.uk with the following details:
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The name and user name of the person you want made available as your substitute.
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The name of the person in your department who would normally authorise this (Dept Admin or Head of Dept).
We will contact the authoriser seeking approval by email and, provided the substitute is already an authorised signatory, we will make him or her available to you. It is still your responsibility to activate that substitution (see article 6.1f for how to do this).
You need to nominate a workflow substitute if you undertake any of the following:-
You need to nominate a workflow substitute if you undertake any of the following:-
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Approvals of any sort in workflow
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Accept Internal Orders
Write Journals which go into workflow for approval
If you have a responsibility for approval of workflow tasks you should substitute yourself with another user during your absence. This process needs to be set up and activated in advance (see article 9.4d for how to do this). This is particularly important if you are the sole approver at any stage of a workflow.
Once the substitute has been made available you need to activate the substitution for a stated period. This should be done on the Web Client through the Personal Settings/Substitute Set Up menu.
Once the substitute has been made available you need to activate the substitution for a stated period. This should be done on the Web Client through the Personal Settings/Substitute Set Up menu.
Maps
Internal Trade Workflow Maps (Newsletter 11.4b, Aug 09)
(Newsletter 11.4b, Aug 09)It is now possible to view workflow maps for Internal Trade through Self Service by entering the order number in the 'Order No.' field.
Location of Workflow enquiries and description of details on view.
Updates
There have been a number of important changes to workflow with regard to tasklists, requisitions, supplier invoices, purchase invoices and internal orders.
Ghost workflow tasks (Newsletter 10.5e, Mar 09)
This is another annoyance. Where requisitions/journals/invoices have gone into a workflow and then been deleted for whatever reason it is possible that the task remains in a task list. When users click on such a task they find that there is no data to process. If you have instances of this please contact the Help Desk and give them as much information as possible about the task (the details listed for the task in your task list should provide enough for us). We hope to be able to remove these when the system is upgraded in June. In the mean time Help Desk are collecting information.
Expenses
Details regarding the expenses workflow are attached. This document will give information on the set up 'behind the scenes' and explain a little more about workflow maps.