The Claritum platform provides a default Standard Workflow, but also allows the Service Provider to create different types of Project workflow for different Quote Request products within a Customer Catalogue (see Catalogue Management > Create / Edit Quote Request).
The Standard Workflow is composed of the following steps, which can be seen on the Workflow tab of a Project's home page:
- Supplier Quote Requests sent
- Supplier Quotes Received
- Quoted to Customer
- Order Placed
- All Supplier Orders Sent
- Delivered
- Customer Invoiced
Create / Open a Project Workflow
From the main menu, select Configuration > Projects.
To create a new workflow, click the New Workflow button.
To open an existing workflow, click the Workflow Name or the edit icon
for the workflow.
Create / Edit a Workflow Step
Complete / edit the step fields as required for your workflow.
| Field | Description |
|---|---|
| Title | This should clearly indicate the purpose of the workflow. For example, "Standard Workflow", "Additional Approval Workflow", "Non-standard Workflow", etc |
| Description | This should explain the purpose of the workflow in detail. It should allow all system Administrators to understand when they should select it for a particular Quote Request product. |
| Step Number | The workflow consists of sequential steps. When steps are reordered (by manually dragging and dropping) the Step Numbering automatically readjusts. |
| Step Name | This is the name of a Workflow step. It is displayed in the Project Workflow tab in the Step column.
|
| Actions | This allows you to link the step to a system-driven action (such as Quotes Received or Quoted to Customer), or make it a system-independent manual step (No system event), such as getting approval by email outside the system. If the step is a system-driven action the Completed time-and-date stamp in the Project Workflow will be automatically populated. See Project Workflow Tab
<<Ask Mike for more clarity on this>> Comment: If it's the system driven step then time and date stamp will be automatically populated on the workflow. If it's a manual step then the completed date and time need to be entered manually in the Workflow tab. |
| Mandatory | If selected, the system will prevent the Administrator from moving on to the next step in the Project workflow if this step has not been completed. |
| Allow manual completion | If 'No system event' is selected from Actions, 'Allow manual completion' needs to be selected to allow an Administrator to complete the step and continue with the Project workflow. <<Not sure about this. Ask Mike>> Comment: If the step is driven by the system you can still allow for it to be completed manually - if this box is checked. |
| Visible to customer | <<Need to check this on the Customer Catalogue>> Comment: that should be sufficient This step will be visible in the Workflow on the Customer Catalogue. The customer user will be able to track the progress of this step. Select "Yes" if you wish this step to be visible to the customer user. Select "No" if you want this step to be visible only to the System User (admin) |
| Capture for reporting | Select this if you want the data to be available for reporting. <<Ask Mike for more clarity on this. Data about what?>> Comment: these will be dates available in the reporting so in future if customer wants to build a report which includes the data ( dates) from this step this option should be selected. |
| Status (Admin) | This is the status of the Project Part that is visible to the Administrator.
|
| Status (Customer) | This is the status of the Project that is visible to the Customer.
|
| Next Action (Admin) | This is the text that will show as a Next Action button for a Project Part on the Admin (Service Provider) side of the system.
|
| Next Action (Customer) | This is the text that will show as a Next Action button on the Customer side of the system. <<Think this needs to be removed as there isn't a Next Action on the customer side>> Comment: please do raise a ticket with the guys about this! Also, please remove this from the documentation. |
