Vendor Setup Approval Workflow

Jira Code: TOUC-136

To create an approval workflow for creating and restricting vendors based on different roles.

This workflow enables users from a specific role ‘AP Role’ to create vendors. Any other users from any other role should be able to create vendors, but those vendors should be made inactive. Whenever a Vendor is created, the user should be notified with a message, ‘AP should approve’. And also, the status should be changed to ‘AP should approve’. The edit feature will also be unavailable for the users from other roles except for AP role.

Users from the AP role should be able to approve the vendors created by users from another role. Users in the AP role should be notified whenever vendors are created.

Logic of Workflow:

The task can be accomplished with a maximum of four states.

1. Initiation
2. Pending Approval
3. Approved
4. Rejected

The vendor record resides in the initiation state when a user creates a vendor. The record moves from initiation to pending approval and then in the AP role, approve and reject button should be visible. This visibility should be restricted by the workflow conditions in the Pending Approval state. The role-based approver can now approve or reject. Based on his selection, it either moves to Approved or Rejected state. If approver approves the vendor, the user who created a vendor is notified using an email and the status is changed to Approved. If it is rejected, again email is sent to ask the user to resubmit for approval. Once approved, the record is locked.