Workflow for Prevent edit of approved Journals

Scenario

The client wants to prevent the users to edit the already approved journals. Client is approving the journal entry by each record or by bulk from “Approve Journal Entry Page”. We need to achieve the below three Scenarios:

1. Approved journals cannot edit by anyone other than Administrators
2. Users cannot self-approve their own journals while creating the record
3. Bulk Approval of Journals must be possible.

Solution

We need to create a workflow to prevent the users to edit/update the approved journals.

Go to, Customisation > Workflow > workflows > new

In the workflow tab, fill the below details

1. Enter the name of the workflow
2. Select record type as Transactions
3. Select sub types as various JEs
4. Add a description
5. Check Execute as Admin.
6. Released status as released
7. Check Enable logging
8. Select Initiation as Event based
9. Select Event definition as on view or update
10. Select Trigger type as Before record load
11. Select Event types as Copy, create, edit and view
12. Apply Condition as
    a) User Role != Administrator  (provide if there are any other condition required or if we need to exclude any particular users)
    b) Approved = T
13. Click save and once again go to workflow.
14. Add New field as, (Create a new custom workflow field )
    a)Enter Label
    b)Select Type as List/record
    c)Select List/record as Employee
    d)Check “store in value”
    e)In validation and Defaulting tab, Select dynamic default as current user
15. Click save.

In the state,

1. In the New Action, select Lock Record (Lock record is for locking the edit option from the already approved Journals, i.e., Any users don’t have the option for edit the approved journals)
   a)Select trigger on as Entry
   b)Select event type as copy, edit and view.
   c)Apply condition as
   i. Approved = T
   ii. User Role != Administrator
   d)Click save.

And also, we have disabled the Approve check box in all journal entry forms by,

1. Customisation > forms > Transaction forms
2. Select the appropriate journal entry forms and click edit.
3. In the screen field select “disabled” for Approve field.
4. Click save.