PCW09 Vision Information Center Approval System Delivered by

PCW-09 Vision: Information Center Approval System Delivered by: Vanessa Samuels, Deltek

Overview © Deltek, Inc. All Rights Reserved. 2

Overview § We will be using workflows, security, and info center designer to create an advanced info center approval system. § For example: When new vendor records are created, the workflows will put into place a process that will ensure two sets of eyes view each new record to ensure accuracy and reduce the ability to create fake vendor records, thus requiring the vendor to be approved before they can be utilized. § To achieve this, we will create a series of relatively simple workflows that will utilize user-defined fields and the info center designer. § Role security will also play a partial role in implementing this process. § The process will also audit the user information that was responsible for submitting and approving the new records. © Deltek, Inc. All Rights Reserved. 3

Agenda ü Process flow for vendor record approvals ü Adding User-defined fields ü Review

Process Flow for Vendor Record Approvals © Deltek, Inc. All Rights Reserved. 5

Process Flow for Vendor Record Approvals Step 1 Clicking New Vendor or Copy To Create A New Vendor will automatically set the status to “Dormant”. Step 2 AP User enters in Vendor Information, and checks off the “Submitted” box and selects the approver from the list of employees. Step 3 Step 4 Submitted field will autopopulate with the users login information and the Submitted date will populate with today’s date. The Approver needs to check the “Approved” box which will automatically change the Status from Dormant to Active and will update the approved date with today. The system will also send an email to the Approver letting them know that the new vendor record needs to be approved. This will also send an email to the employee that submitted the vendor record to let them know the vendor is now ready for use. © Deltek, Inc. All Rights Reserved. 6

Getting Started: Other and Post Required Setup Maintenance © Deltek, Inc. All Rights Reserved.

Other required setup In order for this to work properly, you need to ensure that the email system is working properly and that the employee email addresses are correct in the employee info center. © Deltek, Inc. All Rights Reserved. 8

Post Setup Maintenance § Once configured, the system will continue to run on its own. However, if you need to add or remove the Vendor Approver you will need to manually account for this. § You will need to update the workflow containing the approved by list as well as update the help info bubble with the approvers. © Deltek, Inc. All Rights Reserved. 9

Adding User-Defined Fields © Deltek, Inc. All Rights Reserved. 10

Adding User Defined Fields 1. Created a new tab called “Vendor Approvals” 2. Add

Adding User Defined Fields 3. Add the following 8 fields for use. Feel free to use your own naming convention. 4. Uncheck default value checkbox fields. In my setup I’m using 2 employee lookup fields, 2 character fields, 2 date fields, and 2 checkboxes. 3. Select the newly-created user defined Tab in the tab dropdown. © Deltek, Inc. All Rights Reserved. 12

Adding User Defined Tabs 1. Go to Menu > Configuration > General > User Defined Components 2. Select Application ‘Vendors’ from the dropdown. 3. On the “Tabs” tab, select Insert to add a new custom tab. © Deltek, Inc. All Rights Reserved. 13

Review of Using Info Center Designer © Deltek, Inc. All Rights Reserved. 14

Using Info Center Designer § In the Vendor Info Center at the bottom right corner, click the building square/ruler and select “Designer” to enter the Info Center Designer © Deltek, Inc. All Rights Reserved. 15

Add Help Info Bubble 1. Click the ? Button (without the “Help” at the end) to add “New Help Text”. It will be added to the upper left hand corner by default. 2. Click the Help button 3. In the Properties pane>Help Text field, type in the List of Available Approvers. 4. Save your changes. © Deltek, Inc. All Rights Reserved. 16

Help Text Editor § Use the Help Text Editor to format the text. ©

Info Center Security § Flagged Date Submitted, § Submitted User login, § Date Approved, § and Approved by User Login as locked for all roles using the lookup for Locked. © Deltek, Inc. All Rights Reserved. 18

Info Center Security § For the Approved checkbox, I set it locked for all roles but the “Default” role. § However, it can be set as available for all roles that would have rights to Approve a Vendor Record. © Deltek, Inc. All Rights Reserved. 19

Info Center Security § Set the Status field on the General tab to “locked” for all roles, or if needed, allow only the default role to make an edit. § Once completed the popup will appear as follows: © Deltek, Inc. All Rights Reserved. 20

Demo of Workflow © Deltek, Inc. All Rights Reserved. 21

Creating the Workflow © Deltek, Inc. All Rights Reserved. 22

Examine Workflow Concepts There are different kinds of workflows: § User initiated workflows are triggered by a specific user action. Actions include adding, changing, or deleting a record or a portion of a record. § Scheduled workflows are database queries that run at regular intervals via the process server. They are triggered when user-defined conditions are met. § Today, we’re going to discuss User Initiated Workflows. © Deltek, Inc. All Rights Reserved. 23

Create Vendor Info Center Approval Workflow § Navigate to Configuration > Workflow > User

Events and Actions § An Event is when someone adds, changes, or deletes a record or a portion of a record in Vision. For example: someone adds a new vendor in the Vendor Info Center. § When an event takes place and if it meets the conditions of a user-initiated workflow, Vision automatically performs the “actions” that are specified for it in the user-initiated workflow, such as sending an email alert or changing the value of a column. © Deltek, Inc. All Rights Reserved. 25

Steps of Workflow 1. When a New Vendor Record is created, the status will

2. When a New Vendor Record is created, and the ‘submitted’ box is selected, the following actions will occur: § After the AP user presses save, the Submitted field will auto-populate with the users login information and the Submitted date will populate with today’s date. § There is also a validate error action to prevent the user from selecting an employee who is not a listed approver § The system will also send an email to the Approver letting them know that the New Vendor Record needs to be approved. © Deltek, Inc. All Rights Reserved. 27

§ The Approver will then need to check the “Approved” box which will automatically change the status from Dormant to Active and will update the approved date with today. § This will also send an email to the employee that submitted the vendor record to let them know the vendor is now ready for use. © Deltek, Inc. All Rights Reserved. 28