How to Edit an Existing Workflow Setup for Scenario

Admin users can configure this feature directly from the Planful application (refer to the Enable Enhanced Workflow section). Please note that once this functionality is enabled within your production environment, it cannot be disabled.

To edit an existing Workflow Setup, follow these steps:

1. Go to the Scenario List page (accessed by navigating to Maintenance > Admin > Scenario Setup) and select the scenario with an existing workflow setup.

2. Click the Edit icon.

3. Make the required changes in the respective fields. Any change to the due dates affects the existing tasks. However, any change to the value in the No. of People field can create different use cases and will not automatically trigger changes to tasks. For example, if the original workflow setup had No. of People set as 2 for the Forward stage; and out of Joe and Jack, one person has performed the Forward action on budget entity X. The Admin user then modifies the workflow setup and changes the No. of People to 1. Now, budget entity X is not automatically forwarded since one person has already completed the Forward action. The Admin user must manually perform the Forward action on budget entity X to forward it. It is best NOT to change the No. of People field once workflow begins.

4. The process is synchronized automatically to reflect the changes in workflow tasks.

Best Practices

• When this functionality is released in production and the Workflow flag is enabled, it cannot be disabled. So, when this flag is enabled, you can still leverage most of the enhanced workflow benefits without having to start a workflow process. As a result, it is best practice to enable this flag. By default, all new applications after the July 19 release will natively have this functionality.

• It is a best practice to use Workflow Setup if you have a decentralized planning process. Tasks are generated based on your approval roles, budget entity, and template assignments. Consequently, you must be aware that a large number of tasks by end users can possibly be generated.

• Task Manager and the Planning Control Panel work closely with each other and the flow is 100% bi-directional. if an action is performed in Task Manager, the Planning Control Panel is updated accordingly, and vice-versa.

• Admin users must get familiarized with this functionality before enabling it in the production environment.

• You must follow these recommendations before enabling this feature for end users:

  • Set up a workflow process for a Planning scenario.

  • Ensure that the end users sign in to the application and navigate to the Task Manager page.

  • Instruct the users that their tasks, which are required to complete the Planning scenario, will be auto-generated for them and they will see this information in Task Manager.

  • The end users can then use Task Manager to directly interact with the Planning Control Panel.