Chase allows you to initiate a Workflow to a predefined list of users based on the Job Business Unit. For example, you can notify a list of users when a document is changed. This eliminates the need to create multiple workflows for each Business Unit. You will need to link users to the Financial or Production Distribution List per Business Unit to ensure the correct Workflow recipients. To link users to relevant Business Units please see step 8 of this topic: Adding, Editing and Deleting Business Units
Below are steps to steps to show you how to use the Business Unit Distribution List in Workflows.
Step-by-step guide
- Navigate to Settings and click the Workflow Setup item.
- On the Workflow Setup screen, click the + Add New button .
- Click on the Applies to field, and select the document to which the workflow will be applied.
- Click on the Trigger field, and select a condition that will trigger this workflow.
- Click on the When From Value is equal to field, and select a status.
- Click on the When To Value is equal to field, and select the trigger status.
- Click on the Action Type field, and select an option to indicate if this is a Notification, Acknowledgement or Needs Action workflow.
- Click the Participants tab to select the Users who need to take action on the selected document and click the + Add New button.
Click on the Respondent field and select the relevant BU Distribution list.
Please note that users need to be linked to the correct Finance or Production Distribution List in order for the workflow to be sent to relevant users. The distribution list can be set up under Company Settings, Business Units.- Select the action to be performed by clicking the Action drop down.
- Click the Create button.
Once the Workflow kicks off it will pick up the Business Unit (and related distribution list) from the Job to which the PO belongs.
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