Requirement:
The Estimate of the client is approved by Finance Manager of the organization. An email reminder needs to be sent to the Finance Manager regarding any pending estimates awaiting approval immediately upon the creation of the estimate.
Challenge faced:
Sending timely reminders to finance managers about pending estimates for approval can be complex, particularly in companies with multiple finance managers across different legal entities, when only workflow functionality without script is used. Sending mails to a role is not possible in such cases, as only one recipient can be selected in workflows.
Solution used:
To begin, a custom record was established with designated fields for finance managers, organized according to legal entities. These fields were configured as list/record types, with employees listed as options. Initially, a single record entry was created within this custom record.
Subsequently, a workflow was formulated within the custom record framework to restrict the creation and editing of entries. This measure ensured that only authorized personnel could modify or generate additional custom record entries.
Within the estimate workflow, a specific workflow field was introduced, designated for role assignment names. This field was configured as a list/record type, with the custom record previously created as the designated list. The workflow was then configured to set the field value as the singular entry within the custom record.
During the mail distribution process, recipients were selected from the custom record, with specific attention to the field corresponding to the subsidiary of the transaction in question. This selection ensured that notifications were directed to the appropriate finance manager based on the subsidiary associated with the transaction.
In this case, even if multiple subsidiaries share a single Finance manager, then we can select the same Finance manager in multiple fields in the custom record and solve the problem.