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Set up a sequence of workflow users

Before you can create approval workflows, you must set up the users who can submit requests and their approvers. For example, you can specify who receives a notification to act on a workflow step. You set up approval workflow participants on the Approval User Setup page. Learn more at Set Up Approval Users.

When you set up users for approval workflows, it's important that the same user isn't both a requestor and an approver in a workflow user group. When a user is both a requestor and an approver, approvals work for them as follows:

  • Their requests are always approved automatically.
  • If there are multiple approvers, only the approvers with a higher sequence number in the workflow user group can change the status of a request to Approved. Approvers with a lower sequence number can approve requests, however, their approvals won't affect the status of a request.

Order of approvals

On the Workflow User Groups page, you can specify where a user engages in an approval workflow by entering a number in the Sequence No. field. Typically, sequence numbers are sequential for users in a workflow user group. That is, user A has sequence number 1, user B has 2, C has 3, and so on. However, multiple users can have the same sequence number. When that's the case:

  • If all users in the group have the same sequence number, only one of them needs to approve the request. For example, users A, B, and C, all have the sequence number 1. If A approves the request, B and C don't need to.
  • If some users have the same sequence number, their placement in the hierarchy affects what happens.
    • If there are users with a higher sequence number, only one needs to approve the request. For example, user A has the sequence number 1, B and C both have 2, and user D has 3. If B or C approve the request, it moves on to D.
    • If the users with the same sequence number are last in the hierarchy, however, all of them must approve the request. For example, if user A has the sequence number 1, B has 2, and C and D both have 3, both C and D must approve the request.

Set up a workflow user group

  1. Select Search (Alt+Q) in the upper-right corner, enter Workflow User Groups, then choose the related link.

  2. Choose the New action. The Workflow User Group page opens.

  3. In the Code field, enter a maximum of 20 characters to identify the workflow.

  4. In the Description field, describe the workflow.

  5. On the Workflow User Group Members FastTab, fill in the fields on the first line, as described in the following table.

    Field Description
    User Name Specify the user who takes part in a workflow.

    The user must exist on the User Setup page. Learn more at Assign Permissions to Users and Groups.
    Sequence No. Specify the order in which the workflow user engages in a workflow relative to other users. This field can specify, for example, when the user approves relative to other approvers by setting up the Workflow User Group option in the Approver Type field on the related workflow response.

  6. Repeat step 5 to add more workflow users to the workflow user group.

Set Up Approval Users
Set Up Approval Workflows
Use Approval Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Workflow

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