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Chase allows you to create workflows which evaluate rules against a list of values, such as Business Unit, Job Client, Job Billing Category, Product List, etc. This eliminates the need to create multiple workflows with nearly identical setup for each item. This can be achieved by adding additional filters that have a multi-select list. For example, you can create one workflow where one user is responsible for multiple Business Units. 

In the steps below, we will use an example where all jobs for a specific list of clients should kick off a workflow when the job status is updated to Finished.


Below are steps to show you how to create a multi-list Workflow.

Step-by-step guide



  1. Navigate to Settings and click the Workflow Setup in the Configuration tree. 

     

  2. On the Workflow Setup screen, click the + Add New button.



    The Set up new / edit existing workflow dialog appears. 

  3. Click on the Applies to field, and select the document to which the workflow will be applied.

    In this example, Job Bag was selected.



  4. Click on the Trigger field, and select a condition that will trigger this workflow.

  5. Click on the When From Value is equal to field, and select a status.

  6. Click on the When To Value is equal to field, and select the trigger status.

  7. Click on the Action Type field, and select an option to indicate if this is a Notification, Acknowledgement or Needs Action workflow.



  8. Click the Additional Filters tab to select additional conditions and click the + Add New button. 



  9. Click the Field Name drop down and select the field to which the condition will apply.

    In this example, Job Client List was selected. 

    Please note that all the field names that end with "List" allow multi-select.




  10. Click the Comparison field and select In List or Not In List.

    In List - The workflow filter will check a specific list of selected values (eg. clients).

    Not In List - The workflow filter will check all values (eg. clients) that are not within the selected list.
  11. Click the Value drop down and select the value(s) that make up the list to be evaluated.

    For this example, multiple Clients were selected. 



  12. Click the Participants tab to select users who need to take action when the Workflow once it is kicked off and click the + Add New button. 



  13. Click on the Respondent field and select the first respondent.

  14. Click on the Action field, and select Approve/Decline.

  15. To add more respondents repeat step 12-14 and click the Create button.



    The workflow will kick off when any Jobs for clients in this example, African Bank, BMW South Africa, European Bank, and Juri Beauty Parlour are changed to Finished status.



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