Customer Workflow

A Customer Workflow can be used to define steps that must be completed by your company prior to buying off FAIRs that have been submitted to your company (or within your company).

Each step of the customer workflow is assigned to one or more Departments. Only users assigned to one of these departments will be able to approve or disapprove the step. By setting up a series of these steps, a company can structure its FAIR review process to bring in distinct groups of users in a defined order.

Divisions

If your company has set up Divisions, then you can select a Division on this page to configure a customer workflow for that specific Division. If this division is selected as a "To Division" on a FAIR, its customer workflow will be applied to the FAIR when it is submitted.

The "Default" customer workflow configured for your company will be automatically copied and assigned to any new Divisions that are set up.

If the "To Division" selected on a FAIR does not have a customer workflow set up, then no customer workflow will be assigned to the FAIR when it is submitted.

Adding and Editing Steps

A new step can be added to a customer workflow by clicking its Add Step button. A workflow step can be removed by clicking it, and then clicking its Delete button. 

Number - Any numeric value from  1 to 15 . Used to sequence steps.
Name - Description of the customer workflow step.
Departments - Departments this Workflow applies to. 
Period - Number of days until a workflow step is due after submission of the FAIR or completion of the previous step.

When a FAIR is submitted to your company, an email alert will be sent to all users assigned to the Department named as the first step of the workflow.

Customer Workflow rules

The following rules can be applied to each customer workflow step.

1. Do users involved with the next workflow step need to receive an email notification?
When this customer workflow step is completed, an email notification will be sent according to the settings for Rules 1a and 1b. To receive this notification, a user must also be assigned to the FAIR's To Division through the User Management page, if a To Division was selected.

When the FAIR is submitted and rule 4 of the current step is disabled (No), then rule 1 is applicable. 

If rule 4 of the next workflow step is disabled, then rule 1 of the current step is applicable. 

1a. Should the notification be sent to users who are aligned with the next step's department(s)?
When this customer workflow step is completed, an email notification will be sent to all users assigned to the next step's selected Department(s) through the User Management page.

1b. Should the notification be sent to users who are aligned with the FAIRs supplier?
When this customer workflow step is completed, an email notification will be sent to all users aligned with the FAIR's supplier through the User Management page. 

Note: If "Yes" is selected for both rules 1a and 1b, then a user must meet all of these rules' criteria in order to receive a notification.

2. Can users involved with this step choose to skip upcoming steps?
When a user approves this customer workflow step, they have the option of removing any upcoming steps from the customer workflow.

3. When this step is completed, should the supplier user who submitted this FAIR receive an email notification?
When a user approves this customer workflow step, an email notification will be sent to two supplier users: the user who last modified the FAIR, and the user that signed the Reviewed By field on Form 1. 

4. When this step arrives, should it exclusively follow its own rules for notifying the step's users?
When this customer workflow step arrives, an email notification will be sent according to the settings for Rules 4a and 4b. To receive this notification, a user must also be assigned to the FAIR's To Division through the User Management page, if a To Division was selected.

If this rule is enabled for a step, then when that step arrives, rules 1, 1a, and 1b of the preceding step will be ignored.

4a. When this step arrives, should a notification be sent to users who are aligned with its department(s)?
When this customer workflow step arrives, an email notification will be sent to all users assigned to the next step's selected Department(s) through the User Management page.

4b. When this step arrives, should a notification be sent to users who are aligned with the FAIRs supplier?
When this customer workflow step arrives, an email notification will be sent to all users aligned with the FAIR's supplier through the User Management page.

Note: If "Yes" is selected for both rules 4a and 4b, then a user must meet all of these rules' criteria in order to receive a notification.