Steps: Use Legacy Workflow

The functionalities in this topic relate to the legacy workflow and process tracker feature. We recommend that you uptake configurable workflows, a new framework that enables you to design, orchestrate, and execute planning cycles. You can create reusable workflow definitions using a graphical builder, assign tasks dynamically to users, user groups or associations, and manage the entire lifecycle within Hubs. This feature replaces the legacy workflow and process tracker. See Steps: Set Up Configurable Workflows.

Workflow is optional. When you set up the Workflow feature, it simplifies the process of approving and rejecting levels that are available to plan versions and actuals, not including actuals subversions.

Prerequisites

Workflow is an additional feature. Request it from your representative.

Required permissions to manage Workflow: Approve Levels

Required permission to submit levels for approval: Access Sheets

Navigation

If you can edit sheets, from the nav menu, click Sheets
> Overview
. Open the Workflow Status
section by clicking the:

Workflow Status indicator from the toolbar for level-assigned sheets.

Status indicator next to the sheet name for assumption sheets.

If you can approve workflow, from the nav menu, click Workflow
. You can see all the sheets and their statuses per level or per user.

The Workflow option in the main navigation menu is only available to users with access to a level hierarchy. Users with access to only a leaf-level can view, submit, and approve workflows using a process task.

How Workflow Works

Workflow provides an approval process for completed sheets, both level-assigned and assumption sheets. When all the data entry for sheets is completed, or the data has been imported for actuals, you can submit them to a manager or supervisor for approval from the Sheets Overview.

The approver receives an email notification and can then review, reject, (if necessary) and approve the data. Once the approver changes the status, you receive an email notification.

If you can approve Workflow statuses, from the workflow page, you can see both level-assigned sheets and assumption sheets. Level-assigned sheets (at the top of the Workflow Status
tab) are submitted and reviewed by level in Workflow. Assumption sheets (at the bottom of the Workflow Status
tab) are submitted by sheet.

You can see all the levels and sheets that you control with their status.

In Progress
: The sheets are ready for data entry or data import. Users with access to the specific level or the parent level and level owners can enter data or import data into the sheets.

Submitted for Review
: The data is ready for review. Only level owners and users with access to the parent level can add, update, or replace rows for the sheets.

Approved
: The reviewer reviewed and approved the data. Approving a level locks the cells for that level. Users with access to the specific level or the parent level and level owners can’t edit the data.

Rejected
: The reviewer reviewed and rejected the data. The best practice is to leave a note explaining what still needs to be done. Users with access to the specific level or the parent level and level owners can enter data or import data into the sheets.

Approved and Locked
: The reviewer approved the parent level, which locks all sublevels. Users with access to the specific level or the parent level and level owners can’t edit data for the level and sublevels.

Workflow is version and level specific, so be sure you select the correct version and correct level when taking workflow-related actions.

Enable Workflow for Actuals

Go to Modeling
> Versions

Select the root actuals from the list. Root actuals is the first actuals version listed.

In the Version Details page, select Enable Workflow
.

Click Save
.

You can't enable workflow for subversions of actuals.

Submit, Approve or Reject Levels

When you submit a level, you submit all the level-assigned sheets for the level.

Go to Sheets > Overview

Verify that both the Level selector and the Version selector have the correct level and version selected.

From the More Actions menu of your level, select Update Workflow Status
.

Add a Note
if necessary and click

Submit

Approve

, or

Reject

A parent level can only be submitted if all its sublevels have been approved. If you have permission, you can approve the sublevels as part of submitting a parent level.

Submitting a parent level marks all its sublevels as approved and locked. You can't unsubmit sublevels without unsubmitting their parent first.

Submit, Approve, or Reject Assumption Sheets

Go to Assumptions
> Overview
to see a list of your assumption sheets.

From the More Actions menu of your sheet, select Update Workflow Status
.

Add a Note
if necessary and click Submit
, Approve
, or Reject
.

Change Workflow Status

Go to Workflow
from the navigation bar.

Verify that you’ve selected the correct version from the version drop-down above the toolbar.

Select the level or sheet to submit from the list.

On the right side of the page, add a Note
if necessary and click Submit, Approve,
or Reject
.

If you have access to the top level, you can change the workflow status of a user-assigned sheet even if you don't have access to that user-assigned sheet.

Reset

Reset all sheets and levels back to In Progress
.

Go to Workflow
.

Verify that you selected the correct version from the version drop-down menu above the toolbar.

Select Total Company
from the level list.

Click Reset.

If any sheets and levels were already in In Progress
status before you reset, we don't update these columns for those sheets and levels when you reset:

Last Updated By

Last Updated On

Leave Notes

Add comments to the Note
box and either submit the status change or click Save Note Only
. This lets others know what you have completed, any questions you might have or the reasons for a rejection or approval. Notes have a maximum character limit of 4000.