Introduction
The Empress platform is designed to streamline your business processes. One way it achieves this is through workflows, which automate the approvals process for various documents and items. This guide will guide you on how to set up an approval workflow for non-submittable master data.
Understanding the Process
Normally, workflows are used for submittable documents. Once a document is approved, it is automatically submitted. However, certain business scenarios may require approval for master data such as Items, Item Price, and Pricing Rule. In Empress, these master data points are non-submittable, meaning that they remain active and can be used in transactions even if they are rejected. This guide will show you how to create a workflow that only activates an Item when it has been approved.
Step 1: Enabling and Disabling Master Data
First, you need to ensure the master data you want to control has an Enable/Disable checkbox. If there isn’t one already, you can create it using the Customize Form feature. The default value should be set as follows:
- 0 if the checkbox is “Disable”
- 1 if the checkbox is “Enable”
For example, the Item master in our case has a checkbox labeled “Disabled”. We have set the default value as 1 in the Customize Form of the Item DocType. This means that every time a new Item is created, it will be disabled by default until it is approved.
Step 2: Setting up the Workflow
Next, you’ll need to set up the workflow. In the States table, on approval, make sure to update the “Disabled” (or Enabled) checkbox to 0 (or 1 in case of enabled).
This configuration will automatically enable the Item once it’s approved, making it ready for use in transactions.
By following this process, you can effectively manage the use of master data in your transactions, ensuring items are not used until they have been approved. This enhances data governance and ensures high-quality data usage in your Empress system.
Benefit to Your Business
This feature is a powerful tool for maintaining the integrity of your data. By requiring approval before an item becomes active, you can prevent errors and misuse. It’s a simple way to add an extra layer of security and control to your business processes.
For further assistance, refer to the Empress user guide or contact our support team.