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Necessitate validated field

good afternoon everybody thank you for joining us you take a look at global action and an Accounts Payable workflow what we're going to do today is look at how we can use global action to build an Accounts Payable workflow that allows us to check for matching documents such as a purchase order route a document based on Department how to build counters into your queues how to secure users for approval processes and then of course how to escalate documents should that necessitate so I'm going to go ahead and get started here I'm going to start by opening up my global action designer and this is my global action designer templates to get here if you don't remember you simply login to your global search portal and on the little lock next to the global search go down to the global action designer just a quick review for those of you that may not be as familiar with global action we have our notes down the left-hand side that allow us to create different actions we have our design canvas in the center and we have our process fields which are effectively variables for our workflows now every workflow starts with an initiator node which is based on a search so in this Accounts Payable process the first thing we're going to do is build the two searches that we need to complete it so I'm going to go back to my global search portal and you can see here I've got my Accounts Payable archive with my sub archives for purchase orders packing slips and vendor invoices and this is where my searches are going to live and where they're going to act on documents to build searches I once again click on the lock icon and I go to my admin options down the left hand side I can choose searches and I could select my database at the top if I have more than one brew Haven and I'm going to go into my accounts payable and I'm going to build my first search by clicking on the three little dots clicking new search I need to give this search a name as a practice I always start any search that I'm creating designed for a workflow as GA for global action and I'm going to call this pending invoice search I need to set some conditions so I am going to search for all invoices that have an approval status of pending I put pending in squiggly brackets so that it only returns the pending and I'm going to make it in equal search but I don't want just pending invoices I am also going to search for documents that are unmatched so match status equals unmatched what this search is going to do is it's going to look for documents in my vendor invoices archive that have an approval status of pending and a matched status of unmatched and I'm going to make sure that it's looking only in my vendor invoices archive by clicking the advanced and making sure that that one is checked off and I'm going to click Save I'm now going to build the second search that I need under purchase orders because one of the steps in the workflow is going to be to look for a matching purchase order so once again I'm going to create a new search and I'm going to create my search that's going to pull back the purchase order so that I'm going to check against I'm going to give the search the name GA sticking with our naming convention match Pio I'm going to select the field I want to match by Pio number equals because I want a specific value and I'm going to leave Pio number colon because I'm going to want to pass a value to this entry I'm going to click Save and now we can go back to global action and begin building our workflow to start with an initiator we're going to go ahead and give it a title I'm going to call this pending invoices approval we can give it a description if we need to in the interest of time I'm not going to fill in description and we can select the search that we want to run we scroll down we'll notice that none of our searches are here and that's because I already have the global action design window open I simply need to refresh and I can build my workflow in my switches will be there for me so once again pending and voices approval and now we can see there's our searches that we created I'm going to select the search I want to run and how often I want to run I'm going to tell this one to run once a day now one of the best practices I would recommend is saving your workflow regularly because if you hit the backspace on your keyboard that could send you back a webpage and you might lose your workflow so let's go ahead and save this as invoice approval all webinar and right now I am NOT going to publish it all right so we have searched and we've pulled in all invoices now we want to start the three-way match process and we're going to start that with a conditional note my first condition is going to be to check the purchase order archive for APO that has the same Pio number as is attached to the invoice that we are currently looking at in the workflow I'm going to go ahead and title this check Pio archive I'm going to base it on a search so now we can go and select the search we just created GA match Pio and I want to pass it the PIO number that is on the invoice that is currently in the workflow and that value will change for each invoice that comes in so we use our squiggly bracket notation F underscore Pio number and now whatever number is in the PIO index field for the invoice we're looking at will get passed to the search I'm going to click OK I'm going to connect from my import node to my condition node so that when an invoice hits this condition node it's going to look in the PLO archive take the PIO number off of the invoice check it against the PIO numbers in the purchase order archive and determine if there is a Pio that matches if there is we'll route the document in one direction if there isn't they'll will route the document in a different direction and now whatever invoice comes in I am going to look for that same envelope I owe by the Pio number and I can build a choice if it matches or if it doesn't match so I'm going to start with if it doesn't match so what happens if when I ingest this invoice I pass the Pio number over to the search and it doesn't find anything well what I'm going to do is I am going to start a wait how long do I want it to wait before it checks it again so I'm going to call this wait for match one day save connect my condition node to my weight and say returns nothing because I want to make sure that it didn't find a match so let's go ahead and create a queue a queue is exactly what the name implies it's an it's a way for a user to get in line to wait to interact with a document so I'm going to call this match queue and I'm going to secure some users to it by securing specific users or groups we can limit who sees those buttons and who can take action on them and I'm going to go ahead and put my wait node inside that queue and you'll see why I want to put it in a queue in just a minute so now what's going to happen is I'm going to wait a day and then I want to check a condition because a very common thing to occur in an accounting situation is maybe you get an early paid discount or maybe there is a late pay penalty so what we want to do is we want to check due date and I'm going to base this condition on a field and it's going to be my invoice date so I'm selecting from my list of fields and it's going to be greater than or equal to and I'm going to say 7 going to move my condition node I'm going to take my weight node over here I'm now going to connect my condition node back to the original one and it's not just the value of seven I want today plus seven because what this is going to do is it's going to take today's date and add seven to it now if my invoice date is greater than or equal to today plus seven I can just check it again because the invoice is more than a week overdue but what if it's coming due and we need to escalate this to get it taken care of well in that situation I can send out an email notification to somebody to a mannequin so once again I'm going to create another queue I'm going to call this escalate q and once again I'm going to secure some users to it and I'm going to go ahead and put an email note in here I'm going to title this email supervisor and the to address has to be in the email format so supervisor at email comm and the from could once again be anything we'll call this escalate queue at email comm and our subject line could be invoice number and by using the squiggly bracket notation we can actually put index field data into these so I'm going to go ahead and put invoice number so the subject of this number will be invoice number one two three four five is due soon and save I'm going to drag from my condition note here invoice today's date less than seven today plus seven which means this invoice is due in the next seven days and now we need to set some options for whoever is secured to this escalation queue to take action now I'm not going to build out this escalation queue as robust as you might want to because I'm going to show you in just a few minutes how to go ahead and say add a counter so that after a certain amount of time something escalates and you could apply that to any of these different areas so once the document is this escalation queue we're going to go ahead and send that person an email so that they can take action on that document now they can have the option to decline the document or approve it if they decline it we are going to go ahead and set a field I'm going to call this the client at escalation and I'm going to set my approval status to declined and this time I'm not going to drag from the note inside the queue I'm going to drag from this little circle by dragging from this little circle you'll notice my line connects to the outside of the box and this is how we put a button on the document in global search so that the user can interact so if user at this point chooses to decline this invoice for whatever reason we can then set an index field to decline and we can determine what goes next so maybe we want to send an email to accounting so I'm going to accounting at email calm from declines actually will say from escalate at email calm and once again we can do that sitting thing with the subject invoice number squiggly bracket invoice number and we can have our subject the the following you know the following invoice has been and I'm not going to say decline because I want to make this a very generic email has been approval status because by doing this I can now say oh it's been declined or I can also use this email mode when I create the approval for the same process so of escalation and I'm going to set my approval status to approved I'm going to drag from the circle again and call it approved and then from here to the email node and that once we send off that email we're going to go ahead and end this process if you don't find it and it's due in more than a week we keep checking until it's due in a week and then we escalate it we send off a notification where this person can go right ahead and take action on that document we change the status from pending to approved or declined so it doesn't get readjusted in the email we have emailed somebody in accounting to let them know all right so let's work our way back here to our condition and let's say that we do match we've handled what happens when we don't match let's see under what happens when we do match so the next thing I want to do is I want to check for a department because not every invoice necessarily needs to go through to the same person for approval so I'm going to check for sales and I'm going to do this based on an index field I'm going to select cost center because that's our index field equals sales and I'm going to drag in line from this condition matches so that once the PIO is found in the system and if you wanted to repeat this process for per packing slips or other documents you can it will then move on now what about a document sitting here we want to give a user a way to interact with it because as of right now there's no user interaction we can actually drag from the circle and I'm going to call this override okay so maybe somebody who's secured to this queue has the ability to override the matched saying it's okay there's no peel for this I understand that let's push it on and move it along in the process so the document doesn't get stuck here until it gets escalated because it's almost do somebody has taken action they understand that there's not going to be a match and they've moved it on in the process we are now checking for Department so what I'm going to do for simplicity sake is let's say that it's if it's not sales invoice it can just go ahead and get approved or maybe we want to check for a different kind of invoice we can take either of those routes so let's go ahead and put another condition note on here and let's check for production and I can set up that same process cost center equals production save and anything that is not sales we check for production and then anything that is not production I'm just going to go ahead and let's say that it does not get approved it automatically gets approved if it's not sales or production they've got a free pass so we're going to set it to the field to approve we're going to email accounting and end the note so we can repurpose nodes that are already on the screen to make our workflows a little bit cleaner so now let's take a look at what happens if it is a sales invoice so if it is a sales invoice maybe it has to go to a multi-step approval process based on the dollar amount so let's go ahead and create a queue for that first level approver and once again we'll secure a couple of users to it and the first thing that I want to do is I want to notify this person so we're going to notify sales and this person could be a static value or we could also utilize that squiggly bracket notation here as well so if you were to have when you index these documents away if you select approver from say a drop-down list in an index field you can go ahead and populate this with a valid index field that has an email address in it so let's just go ahead and say employee name maybe the employee name field has an email address in it so we could go right ahead and utilize the squiggly bracket notation to populate that as well or we can just say once again a static email and who it's from and in the subject line once again we can put our invoice number and we can leave a message there is an invoice to approve you because it's in the queue only people assigned to that queue will have access to the buttons that we're going to create so from our condition we're going to connect if it's sales and send it over here and now we want to have a counter in for that we need a process field of variable so I'm going to go ahead and add a process deal by clicking on the pencil I can see a list of my process fields here I can click on the workflow catalog if I want to add a new one so I will click on the plus sign to add a new field we will call this webinar counter and because I'm using this as a counter I'm going to make it a numeric field in most situations you're probably best off just leaving it as a character field now I'm going to refresh my list and if I scroll down double click on my webinar counter update and it's over here I'm going to take my set process field note I'm going to put it inside my queue and I'm going to call this first approver counter I'm going to set the webinar counter to a value of itself P underscore for process fields F underscore for index fields the webinar counter has a value of zero so what I'm going to do is I'm going to send out the email I'm going to set the process field to plus one I'm going to wait one day I'm going to connect my process feel to that and then I'm going to have another condition this one is going to be my check counter it's going to be based on a process field and is less than or equal to I'm going to set it to 3 so now what's going to happen is we're going to send an email we're going to set the count to 1 we're going to wait a day and we're going to check the condition if the counter is less than or equal to 3 we're going to send another email so this person is going to get an email once a day for 3 days after the third day the counter is now going to escalate what happens so what I'm going to do is that's that third day we want to send this to the escalation queue so I can simply drag a line across if you don't mind a line coming across your workflow when it's greater than 3 you can go right ahead and do that and by clicking on these little arrows you can kind of move things around to get them to try to make this a little bit cleaner because generally if you have the fewer lines you have crossing the easier kind of becomes for the workflow to see so what I've done is I've moved this to my escalation queue and of course I can do things to work on cleaning up my let me zoom out here a little bit cleaning up my workflow a little bit because we want to have a nice clean workflow to look at so I can move my whole queue around like so and easy here we here is the only place that we have a cross occurring all right so we've dictated what happens if the first level approver doesn't take action in the allotted amount of time and exactly it can be very easily changed so once the we want to give the first level approver the ability to take some action so what I'm going to do is I'm going to give him a decline option so I'm going to set a field set to declined I'm going to choose my approval status of decline I'm going to drag from the circle because that gives me a button I'm going to click Save he's now declined and I'm going to squeeze this up here a little bit and then after we decline it we want to of course email the accounting department to let them know that something has been declined but we also want to give him an approve option so I'm going to grab my condition and in this case I'm going to say sales dollar value because I am going to check an index field invoice amount is the field I want to check is less is less than or equal to a dollar value say oh let's make it less than or equal to 9 9999 so anything less than $1000 I'm going to create an approve button for this first level approver so when he approves it it goes to a condition where it checks the dollar value if it's less than $1,000 we could go ahead invoice less than or equal to 9 9999 we can set the field approved in email accounting to go ahead and take action if it's more than $1,000 we can introduce that secondary approver we could secure some users and then we can notify him with an email you so second over at email comm from second level of over at email comm and then once again invoice to approve we can go ahead and put I don't want invoice amount I want invoice number save up now I've already got a node title debt so I'm going to have to give it a slightly different title and now I can drag from my condition node to my second-level approver for a greater than a thousand dollars and of course you can continue this process and repeat this process for all of the other options as well now once it gets to my second-level approver we could of course build a counter just like we did here we can assign another process field so I'm go ahead and assign a field that I already have created called counter I'm going to set my process field so we'll call this second counter and set its value equal to counter plus two this time I'm going to wait you know what our second approvers kind of made us angry with his lack of lack of concern to approve so we're going to we're going to really annoy him and remind him every minute with an email so we're going to set the counter to two we're going to send him an email reminder and then of course we're going to check the condition check counter for second to prove ER we're going to base it on a process field called counter it's going to be less than or equal to say a thousand or ten thousand and yeah so I'm just trying to spread out a little bit here so we're going to wait a minute and then as long as we're less than or equal to ten thousand this guy's going to get an email so he's going to get bombarded with emails every minute to go ahead and get this document approved once it outlasts him we're going to go ahead and send it to the escalation queue so that we can reroute it to somebody else I'm going to go ahead and kind of drag this line out of the way so second first level approver get bruised it thousand dollars or more second level approver we've got a counter with the emails and of course you can change these values to anything you want I doubt you'd want anybody getting an email every minute we do want the second level approver to be able to take action so we're going to go ahead and draw from the from the circle here to the approved set field node we're going to go ahead and get them approved and and we're also going to give him a decline button by dragging a line from the arrow to the decline field just like we've done here now I've got a lot of crisscross and going on depending on what you like your workflows to look like you can always have additional nodes I could have easily built another set feel right over here so at maybe I delete this one here and actually I'm going to go ahead and give this a quick save and I can go ahead and quickly add another set field that says set to decline call that one approval status decline save and now I can route it to here declined and then send that email off as well so you can always have multiple of the same node that do the same thing they just need to have a different name it all depends on what you want your workflow to look like another best practice might be to add notes to your notes as to what things do so that when you come back to look at this six months eight months later you know what each area does emails second approver you know every to day every day or whatever it happens to be so that you can annotate your workflow as well now this has this is not the most robust Accounts Payable workflow it obviously you want to have a workflow that has all the possibilities built into it what if they approve what if they decline what other options do I want them to have you know in I can I've only done one or two options coming off of these queues we could of course provide them with many many many other options as well just rerouting options if the document ends up to the end a particular department and it does not it does not belong to them we might want to give them a reroute option I've got a a condition node here that still needs another condition every condition node has to have two outputs on it this particular condition node only has one so I would have to connect this for if it is production so what I'm going to do now is I'm going to go ahead and close this out and I'm actually going to show you what a more robust workflow could look like if we had more than about 20 minutes to try to build an Accounts Payable workflow to really show you some of the the power in the capabilities that you can utilize with our global action in an Accounts Payable situation all right so I'm going to zoom out a little bit here and show you what we've got going on this process actually has multiple things going on in it the first thing I've done is I'm doing a table validation so I am checking the total of my line item data against the total on the invoice as a means to make sure that all of the items that I'm billed for were shipped so we ingest the documents we check the table field validation to make sure the totals are the same if they're not the same we route them to a table validation queue where we send out notifications we have a counter and so after a certain amount of time something automatically happens we have the ability to have somebody manually click fixed if they've gone in and made the changes to fix it or override if they want to bypass the process the next step is a Pio match so we're going to now we've validated the table or overridden it we are going to now check the purchase orders for a matching purchase order document and of course we have the same options there we can go ahead and have an action if it takes too long but we also have an override function if it does find a match or we override it we then do a packing slip match so we repeat this process but with the different set of documents checking to see that all three documents are there once we've matched them up we now start routing based on Department for approval does it go to sales does it go to production does it just automatically get approved based on dollar value so what we've got here is we've got a production queue so if it's marked for production it goes this way if it's marked for sales it goes this way if it's any other department it continues on in the process we have options for wrong department so that they can kick it back to the condition make a change on an index field kick it back so we can get routed to the proper Department we also have an escalation if it doesn't get approved in a certain amount of time we automatically reroute that document we also have a dollar value so if it's approved and it reads it hits a certain threshold then it can go right ahead and get approved otherwise it goes down to the secondary approval queue so you can see we can build and I apologize that this is getting really tiny but we can build a very robust workflow that has a lot of functionality and takes out a lot of what we call the Nike network or the sneaker net of bringing documents around in not knowing where they are and we have a complete audit trail we can see documents at all times we can see where they are in the approval process and now that they've gone all the way through the approval process of course they can continue in that Accounts Payable process with maybe a push to an accounting program like QuickBooks or Great Planes thank you everybody for joining us today I hope you found today's webinar very useful and have a great day