How To Use Workflow Automations
Workflow Automations can be applied across various business processes to improve efficiency, accuracy, and consistency.
When setting up Workflow Automations, you have the flexibility to define the steps involved in the workflow. Each step can be either a function, function group or a manual step. To add more control and specificity to the workflow, you can configure selection filters and condition filters for each step.
A Workflow step of the type Function or Function Group are used to process a task or data by the system. A Manual step is used to indicate that a manual task is required to be performed by a user.
Selection Filters determines which companies will be included in a particular step of the workflow. Condition Filters specifies criteria that must be met for a step to be processed.
Below are a list of several common use cases:
- Calculation and posting of fixed asset depreciation
- Generating monthly sales invoices
- Exporting data required for financial audits
- Processing outgoing payments
- Processing incoming payments
- Reconcile and submit Value Added Tax (VAT)
- Generating financial statements
- Importing data files for payroll, general ledger, or other financial processes
- Exporting data files for reporting, analysis, or regulatory compliance
- Close income statement accounts
- Prepare and post journals
Set Up Workflow Automations
Step 1: Create Workflow Automations
- Choose the search icon, enter Workflow Automations, and then choose the related link.
- Choose the New action.
- Enter a unique Name for the workflow automation.
- Select the Links field to add the relevant links, if applicable.
For example, a manual for how the workflow should be carried out.
- Choose the New action.
- Enter a Description for the link and enter the URL.
Step 2: Create Workflow Functions
- Workflow functions can be added in three ways:
- Choose the Functions & KPIs Guide action to create multiple functions (and KPIs).
- Choose the New From Template action to create one function at a time.
- Choose the New action to configure a function manually.
Step 3: Create Workflow KPIs
- Workflow functions can be added in three ways:
- Choose the Functions & KPIs Guide action to create multiple KPIs (and functions).
- Choose the Use Template action to create one KPI at a time.
- Choose the Edit action to configure a KPI manually.
Step 4: Add Workflow Steps
Follow below steps to select from available functions, function groups and manual steps:
- Choose the Select and Insert action.
- Choose one or several lines and then select OK.
- If you have selected more than one record in previous step then choose the Card action to edit the step.
- Edit the Description field if necessary.
- Select the Links field to add the relevant links, if applicable.
For example, documentation for how the workflow step should be carried out.
- Choose the New action.
- Enter a Description for the link and enter the URL.
- Add Selection Filters and/or Condition Filters if applicable.
Note
If a manual step should be used in multiple Workflows you can save it by selecting the assist edit button in the Description field and then select the New action. By saving the manual step, users can select them in all workflows by choosing the Select and Insert action on the Steps FastTab.
Selection and Condition Filters
Selection Filters
Selection Filters enables users to control which companies will be included in a particular step of the workflow. Users can set up filters based on specific parameters to filter out the relevant companies for the workflow step.
Note
Only the companies within the filter will be included in the workflow. It is possible to bypass Selection Filters manually in the workflow instance by selecting the Include Selected action.
Tip
For example, use selection filters in a payments workflow to include a step to start an approval request for (only) the companies that have vendor invoices of more than 100,000 in the payment suggestion.
Condition Filters
Condition filters enables users to set criteria that must be met for a step to be processed. These conditions act as checkpoints and ensure that the step is only executed when certain requirements are fulfilled. Users can configure these filters to control the flow of the workflow based on specific conditions.
Note
It is possible to bypass Condition Filters manually in the workflow instance by selecting the Condition Fulfilled action.
Follow below steps to apply Selection Filters and/or Condition Filters:
- Choose the link in the KPIs field on the Steps FastTab.
- Specify the filter in the Selection Filter and/or Condition Filter field for the relevant KPIs.
Tip
It is also possible to apply Selection Filters and/or Condition Filters via the Card action.
Note
Read general information about how to enter filter criteria on Microsoft Learn.
By leveraging both selection filters and condition filters, users can customize their workflow automations to suit their specific business processes and requirements effectively.
Step 5: Activate Workflow Automations
The final step is to select the Enabled toggle on the General FasTab. This will activate the workflow automation and make it available for use.
Note
It is only possible to deactivate a workflow automation if there are no active instances.
Start Using Workflow Automations
You can start a workflow automation in two ways.
- Directly from the Workflow Automations page by selecting the Start Workflow action and then selecting the companies.
- From the My Companies page by selecting the companies first, then choosing the Start Workflow action.
Note
When a workflow is started, all connected KPIs are updated. All KPIs are updated every time a step of the type Function or Function Group in the workflow is processed.
- Select the Complete Step action when manual steps are done.
- Select the Process Step action to enqueue steps of the type Function and Function Group.
- Select the Start Next Step action to initiate the new workflow step.
Note
It is possible to bypass Condition Filters manually in the workflow instance by selecting the Condition Fulfilled action.
Note
Only the companies within the filter will be included in the workflow. It is possible to bypass Selection Filters manually in the workflow instance by selecting the Include Selected action.
See Also
Workflow: Set up Eagle KPIs
How To Use Filters
How To Perform Operational Tasks
How To Use Date Filter
How To Overview