As an example we will set up a workflow to assist in the period end process. As you may know, in Compiere there is no formal 'Period End' or 'Year End' process as you may have seen in other systems. In Compiere and Period or Year End processing is an internal requirement or procedure.
You can enter your Nodes directly in the Workflow window (Node tab) or you can now open the Workflow Editor and add the nodes there. The advantage to using the Workflow window is you can add the Node and define the Actions. The advantage to using the Workflow Editor is you can define the nodes and transitions quickly and graphically. If you use the Workflow Editor you will need to update the Nodes in the Workflow window to define the Action and an Transition Conditions.
Select a Workflow Type of General and a Data Access Level (Tenant). Then enter the Author. Save the record. (Note: we will return to this window to update the Start Node).
Our Period End Workflow will consist of the following steps
- Open New Period for document processing
- Check for any Unposted Documents
- Correct any errors that prevented posting
- Post any Unposted Documents
- Close Period for Posting all Document (leave GL Journal open for posting)
- Create Financial Reports
- Create any required adjustment/closing GL Journals
- Re-Run Financial Reports
- Get Sign-off on Financials
- Close Period for posting of GL Journals
We will add the first Node in the Workflow window. Click on the Node tab and select New Record. Enter a Search Key, Name, Description and Comment. Enter an Action of User Window and a Select the Calendar, Year and Period from the Window drop down list box.
Go back to the Workflow tab and select the new Node just created as the Start Node.
Open the Workflow Editor and select the Period End Workflow. In any part of the pallet (other than the node image) right mouse click, select Add Node and Enter Unposted Documents. Then right mouse click on the start node and select Add Transition from Open Period to Unposted Documents. Repeat these steps for each of the remaining 8 tasks. Then, go to the Workflow window and select the node tab. Update each node with the appropriate Action (User Window for task 2, Window = Unposted Documents, EMail for task 9 with the recipient being the CFO). Remember to update the descriptions and Comments as they will appear in the bubble help and in the bottom section of the workflow. Add your Workflow to the Menu and run Role Access Update to add access to the Workflow to any automatic Roles. If you have Roles defined as Manual that will require access to the Workflow you will need to add that manually in the Role Window. That's it. The next time users log in they will have the new Workflow available to them (complete with the footprint menu icon!). You can refine your Workflow (put in escalations, time durations, report bursting to send out the financial reports
I would suggest you start with simple steps and then add complexity. That way you know that the basis you are working with is correct and it limits the areas where you may have introduced issues.