This article is part of Workflows training. Click here for more information on Workflows.
My Workflows is the central hub for all of your pending, and future, workflow approvals. The contents of this page will be unique to each user that is part of a workflow hierarchy and will only display the transactions that fall within the user's jurisdiction for workflow approvals.
Workflow Admins can view and track the progress of approvals through the All Workflows tab to ensure that invoices, journal entries, and payment runs are approved swiftly.
Article Topics
Navigation
To open My Workflows, hover over your username in the top ribbon and select My Workflows, as shown below:
The page contains two tabs: My List and Upcoming. My List will contain all of your current workflows, while Upcoming provides a preview of workflows that will eventually appear in My List. Both tabs contain the same fields.
Note: Users with the following permission have access to the Upcoming tab:
- Administration → Workflows→ Access Upcoming Tab
Tabs in My Workflows
The tabs available on the My Workflows page depend on the user’s permissions and whether your organization uses Workforce.
.png "image(826).png")
My List - My List contains all current workflows that are assigned to the user.
Upcoming - Upcoming provides a preview of workflows that will appear in My List in the future. This tab is available to users with the following permission enabled: Administration → Workflows→ Access Upcoming Tab.
All Workflows - Workflow Admin users use this tab to monitor all workflows. This tab is available only to Workflow Admin users.
My Workforce List - This tab displays all current Workforce workflows that are assigned to the user. This tab is available only to users with Workforce enabled.
Workforce Workflows - Workflow Admin users use this tab to monitor all Workforce workflows. This tab is available only to Workflow Admin users with Workforce enabled.
Fields in My Workflows
The My Workflows window is comprised of two sections: the Snapshot Summary (A) and the Workflow sidesheet (B). The Snapshot Summary (A) provides the details of the transaction and the last workflow action to make quick decisions to approve, deny, or drill down into the entry. The Workflow sidesheet (B) is where users can review documents alongside the workflow queue.
The workflow queue, which is a part of the Snapshot Summary, includes the following controls and columns:
| Field | Description |
| Controls | |
| Tabs | Navigate between the workflows tabs to see current workflows, future workflows, or all workflows for your organization.
|
| Approve | Approve all selected workflows. |
| Deny | Denies all selected workflows. |
| Table Views | Allows the user to save the current view, edit the current view, or apply a previously saved view. |
| Columns | Opens the column selector where users can select checkboxes for columns to show on the page or clear checkboxes to hide columns so that they can more easily see the information most relevant to their needs. |
| Filter | Opens the Filter Columns dialog box, where users can filter workflows by the information that appears in the columns. |
| Columns | |
| Select / Expand | Depending on the selected tab, the first column includes either checkboxes or expand icons. Select checkboxes to approve or deny multiple rows in bulk or use the expand icons to view more details at a glance. |
| Status | View the status of the transaction workflow. Statuses include:
|
| Inactivity Alert | If a workflow has not been approved or denied for two or more days, an alert icon appears in this column. The alert is not affected by a Researching or Work Needed status. |
| Number | Number assigned to the transaction. Select the link to view or edit the transaction in a pop-up window. |
| Vendor | Vendor on the transaction. |
| Amount | Total amount on the transaction. |
| Location | Location assigned to the transaction. |
| Invoice Date | Date on the invoice. |
| GL Date | Date on the transaction. |
| Comment | Any comments entered on the transaction appear in this column. |
| Issue | Displays any issues on the attachment. |
| Type | Transaction type. Current supported formats include:
|
| Att | Att is short for Attachment. If any files were uploaded to the transaction, select the link in this column to view the file. |
| Current Approver | The current approver in the workflow hierarchy. When on the My List tab, this value contains either your username, if you are the only approver, or the name of your Workflow Group. |
| Prior Approver | Username of the user(s) who most recently took action on the transaction. Users who are a part of a Workflow Group are listed individually. |
| Prior Action | The most recent action taken by the Prior Approver. |
| Prior Action On | Date when the Prior Action occurred. |
| Created By | Username of the user who created the transaction. |
The Workflow sidesheet displays the uploaded document. In this section, users can change the status of the document, approve or deny the workflow, and view a history of actions performed on the workflow.
| Field | Description |
| Document Information | The left side of the header displays the document type, number, and file name. |
| Status | This status drop-down displays the current status of the workflow and allows the user to change the status if conditions are met. |
| Approve / Deny | The user can select one of these buttons to approve or deny the workflow. |
| Show Activity / Hide Activity | Opens or closes the Activity pane. |
| Attachment Viewer | Displays the attached document, if available. |
| Activity | Shows a history of all actions performed on the workflow and allows users to collaborate or add notes using the Comment field. |
Using My Workflows
There are several useful actions that you can take on the My Workflows page to more quickly process approvals.
Save, Edit, or Apply a Table View
Show or Hide Columns
Filter Workflows
Approve or Deny Transactions
Expand Quick Details
- Select the expand arrow to the left of the checkbox to view the transaction details at a glance.
Note: For payment runs, Quick Details displays a list of included vendors, the total amount for each vendor, and the quantity of invoices selected for payment for each vendor.
Review / Modify Transaction Details
- Double-click the value in the Number column.
The transaction opens in a new tab. - Edit the transaction as needed.
- Save the transaction to update My Workflows.
Review All Workflows
The All Workflows tab allows Workflow Admins to review and control rerouting. Use this page to track progress of approvals for the location.