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Administrator Guide
Last Updated: 2024-03-08
Example: Route Auxiliary Charges for Approval

Example: Route Auxiliary Charges for Approval

This example illustrates 1 way to use calculated fields in a condition rule that routes auxiliary charges to Student Financials administrators for approval.
At your institution, designated staff can use the
Apply Student Charge
 task to post auxiliary charges to student accounts. Auxiliary charges:
  • Originate from outside of the office of the bursar.
  • Require approval by a Student Financials administrator.
You want to create a step condition on the
Student Charge Event
 business process, initiated by the
Apply Student Charge
 task. This business process routes auxiliary charges to a Student Financials administrator for approval.
  • Create a
    Student Financials Administrator
    security group and grant it permissions to the
    Student Charge Event
     business process. See Create Role-Based Security Groups.
  • Grant security groups that can post auxiliary charges permissions to the initiating action of the
    Student Charge Event
     business process.
  • Security: These domains in the System functional area.
    • Business Process Administration
    • Custom Field Management
    • Manage: Business Process Definitions
  1. Access the
    Create Calculated Field
     task.
    Create a calculated field that returns
    True
     when a Workday account belongs to a Student Financials administrator.
    1. Enter or select these values:
      Field
      Value
      Field Name
      Workday Account Has Security Group Student Financials Administrator
      Business Object
      Workday Account
      Function
      True/False Condition
    2. Click
      OK
      .
    3. Select these values:
      Field
      Operator
      Comparison Type
      Comparison Value
      Security Groups
      any in the selection list
      Value specified in this filter
      Student Financials Administrator
  2. Access the
    Create Calculated Field
     task.
    Create a calculated field that looks up whether a worker is a Student Financials administrator. This calculated field references the
    Workday Account Has Security Group Student Financials Administrator
     field that you created in the previous step.
    1. Enter or select these values:
      Field
      Value
      Field Name
      Worker Has Student Financials Administrator Security Group
      Business Object
      Worker
      Function
      Lookup Related Value
    2. Click
      OK
      .
    3. Select these values:
      Field
      Value
      Lookup Field
      Workday Account
      Return Value
      Workday Account Has Security Group Student Financials Administrator
      You created this calculated field in the previous step.
  3. Access the
    Create Calculated Field
     task.
    Create a calculated field that looks up whether the initiator of a business process is a Student Financials administrator. This calculated field references the
    Worker Has Student Financials Administrator Security Group
     field that you created in the previous step.
    1. Enter or select these values:
      Field
      Value
      Field Name
      Initiator Is A Student Financials Administrator
      Business Object
      Action Event
      Function
      Lookup Related Value
    2. Click
      OK
      .
    3. Select these values:
      Field
      Value
      Lookup Field
      Initiator
      Return Value
      Worker Has Student Financials Administrator Security Group
      You created this calculated field in the previous step.
  4. Access the
    Student Charge Event
     business process.
    Add a condition rule that routes for approval when someone who isn't a Student Financials administrator initiates the business process.
    1. From the related actions menu of the business process, select
      Business Process
      Edit Definition
      .
    2. Select an
      Effective Date
       and click
      OK
      .
    3. Add an approval step to the business process that routes to a Student Financials administrator.
      Select these values:
      Type
      Group
      Approval
      Student Financials Administrator
    4. From the related actions menu of the approval step, select
      Business Process
      Maintain Step Conditions
      .
    5. Click
      OK
      .
    6. Add a row in the
      Entry Conditions
       grid and in the
      Rule
       field, select
      Create Condition Rule
      .
    7. Click
      OK
      .
    8. In the
      Description
       field, enter
      Initiator is NOT a Student Financials Administrator
      .
    9. Create this condition rule:
      Source External Field or Condition Rule
      Relational Operator
      Comparison Type
      Comparison Value
      Initiator Is A Student Financials Administrator
      You created this calculated field in the previous step.
      equal to
      Value specified in this filter
      No
    10. Click
      OK
       to complete the condition rule.
    11. Click
      OK
       to complete the step condition.
When an external staff member initiates a student charge, Workday sends a task to the Student Financials administrator's
My Tasks
 to approve the charge. After a Student Financials administrator approves the charge, Workday posts it to the student's account. Charges that Student Financials administrators initiate don't need approval to post to student accounts.