You can set up JustFood so that it will block new item records until the record is approved.

Function Background

In order to block new records until they are approved, you need to define a setting on a Setup window, set up the approval users, and create and enable an approval workflow.

About This Walkthrough

This walkthrough shows the following tasks:

Story

The JustFood company wants all new items to be reviewed and approved.

Paul Smith is being set up as a user who will be requesting approvals for new items. Alison Murphy is being set up as user who will be approving the requests.

Once Paul Smith requests approval, Alison Murphy will receive an email message from which she can then go and approve the record. Once the request is approved, the item record is unblocked.

Prerequisites

Setting Up an Item Approval with Unblock Workflow

The following procedures explain what needs to be set up in order to block new items and allow a workflow to be triggered.

Set up Approval Users

  1. In the Search box, enter Approval User Setup, and then choose the related link.

  2. Add the user who will be requesting approvals.

    1. In the Approval User Setup window, on the Home tab, in the New group, choose New.

    2. In the User ID field, select the user ID of the user who will be requesting approval. In this case, PSMITH.

    3. In the E-Mail field, enter the e-mail address of the user who will be requesting approvals.

  3. Add the user who will be permitted to approve, reject or delegate approval requests.

    1. In the User ID field, select the user ID of the user who will be approving requests. In this case, AMURPHY.

    2. In the E-Mail field, enter the e-mail address of the approver.

  4. Define how and when the approver receive notifications. The user requesting the approval will NOT receive notifications so you do not need to set up notifications for the requester.

    1. Select the AMURPHY line, and then, on the Home tab, in the Process group, choose Notification Setup.

    2. In the Notification Setup window, enter the following values:

      Field Value
      Notification Type Approval
      Notification Method Email
      Schedule Instantly
      Display Target

      Web

Set up New Items to be Blocked

To block new items until they are approved, you need to set that option in the Inventory Setup window. When this option is set and the Item Approval with Unblock workflow is enabled, the Blocked check box on the Item Card window cannot be changed until the approval request is approved. If users try to unblock a record before it has been approved, they will receive the following error message: "This record can only be unblocked when the approval process is complete." 

  1. In the Search box, enter inventory setup, and then choose the related link.

  2. In the Inventory Setup window, on the Approvals FastTab, select the Block Item on Insert check box.

  3. Choose OK.

Create an Item Approval with Unblock Workflow

An Item Approval with Unblock workflow needs to be created in order for users to be able to request approval for an item.

  1. Open the Items window.

  2. On the Actions tab, choose the Create Approval Workflow action.

  3. In the Approval Workflow Setup window, choose Next.

  4. In the Approver field, choose AMURPHY.

  5. In the The workflow starts when field, select The user sends an approval request manually.

  6. Choose Next.

  7. Choose Finish.

Send an Approval Request

Paul Smith is signed in to JustFood, and has created a new item. He must now manually request approval so that an approver can approve the item, which will unblock the item record.

  1. Open the Items window.

  2. On the Home tab, choose the New action.

  3. Choose and template, and click OK. A new item is created, and the Blocked check box is selected. The Blocked check box cannot be cleared.

  4. Populate the item record with the required information.

  5. On the Home tab, choose Send Approval Request. An approval request is sent to AMURPHY who was set up as the approver for the Item Approval with Unblock workflow.

Approve an Item Approval Request

Alison Murphy is signed in to JustFood, and has received an email notification from Paul Smith that a new item needs to be approved.

  1. In the Search box, enter Requests to Approve, and then choose the related link.

  2. In the Requests to Approve window, select the item record that needs to be approved.

  3. On the Home tab, choose the Approve action. The Blocked check box is cleared on the item.

Video

See Also


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JustFood 2017 (10.00.00.00) | January 2017