Routing Rules are used to define the hierarchy of tolerance rules, and the impact they have on the approval process. Individual routing rules are used to determine tolerance rules for a single user, and you may define filters to determine where each line item, based on the returned criteria, will be routed. Existing Individual and Group Routing Rules will be displayed on the Main Routing Rules Page. The individual Routing Rule Wizard consists of Three steps:
Select User
Setup Rules
Finished
Continue
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Routing Rules
Select this button to return to the list of Routing Rules.
Continue
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Delete filter
New filter
Routing Rules
Select this button to return to the list of Routing Rules.
Displays the Assigned Precedence Order for the associated List ID and Filter. Precedence controls the order in which filters are examined, always the lowest precedence is scrutinized first. Every additional new filter will add 100 to the highest precedence in the system. It is important to note that precedence can span multiple Routing Rules, due to the fact that a user can belong to multiple rules. In this case the auto-incrementing of precedence will look globally and add a 100 to the highest global value. So note that the new "auto" value may not necessarily be an additional 100 from the one you see on the screen.
The ID number of the Approval List assigned to the filter. To Edit the assigned Approval List, click the value displayed.
The name and criteria of the Filter assigned to this Routing Rule. To Edit the assigned Filter, select the value displayed.
Select the appropriate Approval List from the Zoom window that this user's line items should be routed to for the routing rules being established.
Check this option to allow the Approvers for this filter to view all transaction lines while they are approving based on line level rules that apply to some, but not all, lines for the transaction.
Select the checkbox(s) for the type of transactions the Routing Rule filter will apply to. The options available here depend upon which WorkPlace Solutions and Modules are licensed and configured.
When enabled, the filter will apply for Requisitions and Check Requests submitted for approval.
When enabled, the filter will apply for Timesheets submitted for approval.
When enabled, the filter will apply for Travel and Expense transactions submitted for approval.
When enabled, the filter will apply for Purchase Orders submitted for approval.
When enabled, the filter will apply for Receive / Match Invoice transactions submitted for approval.
When enabled, the filter will apply for Vendor Approvals submitted for approval.
When enabled, the filter will apply for WorkPlace Project Approvals submitted for approval. This option will only appear when the 'Enable Approval' Project System Setting has been enabled.
If no filters are applied, all transactions for the selected solutions under the 'Apply To' section will be considered part of the filter for the associated Approval List regardless of the transaction details. When filters are defined, the values will be compared to the transactions submitted by the assigned User to determine if the condition has been met. Each filter option selected for a transaction tab represents an AND Condition when transactions are submitted for approval. When the filter conditions are not met then the approval step will not be required. When the filter conditions are met, the approval step is required and will be sent to the assigned Approval List.
The filter options available will depend on the WorkPlace Solutions and Modules that have been licensed and configured. Each Solution or functional area will be displayed on a separate tab to allow conditions to be defined for multiple transaction types within a single filter.
When a value is entered in the Header section, all transaction lines move as a block through the approval process. This functionality can be used when the goal is to mimic a paper based system and keep all items on the same transaction locked together in a single group all the way through the approval process. Header functionality is activated if you have anything entered in the Header Filter(s) section on a routing rule filter, Approvers will only be able to approve the entire transaction as a group (meaning the approve/disapprove is not available at the line level) therefore if one line is disapproved all lines are disapproved. In the case of Requisition/Check Requests, when fully approved, all line items on a single Requisition/Check Request are released to the Reviewers/Buyers at the same time. Also note that in some cases certain header routing is available in the Detail Filter(s) section as well. This simply allows the system to route lines at a detail level using header criteria.
Select the appropriate Filter Type from the drop down next to the appropriate name of the available Non-Financial filter types available, filters may be based on an individual or list of Non-Financial filter types.
Select the appropriate Filter criteria from the Zoom Field next to the appropriate name of the available Non-Financial filter types available. If Individual was chosen as the filter type only one item from the zoom can be selected. If List was chosen, choose the appropriate Non-Financial List representing the filter appropriate for this policy.
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New Routing Rule
Select this button to return to Individual Routing Rule Setup Step 1.
New filter
Routing Rules
Select this button to return to the list of Routing Rules.
Displays the User name of the individual the routing rule has been established for.
Displays the Assigned Precedence Order for the Routing Rules established for this individual. When on one approval routing has been established the default precedence will be displayed as 0.
Displays the name of the Approval List assigned to each rule within the routing list(s) for this individual.
Displays any Filters assigned for routing to the Approval List.
To continue defining filters for this individual, Select New Filter or Step 2: Setup Rules can be clicked directly from the Rules Wizard. When finished defining filters and/or routing rules for this individual, but want to establish routing rules for another Individual or a Group, navigate back to the main Routing Rules Page by selecting Routing Rules from the Document Navigation drop-down menu. If complete with establishing routing rules, exit setup by clicking WorkPlace on the System Toolbar or selecting it from the Document Navigation drop-down menu or Logout of WorkPlace.