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Adding a Routing Table

Administrators are responsible for adding a routing table for each workflow template that contains one or more Gateway (approval) steps. A Gateway step is associated with an action, task, or a document that requires the approval of one individual (Simple Gateway step), or more than one individual (Gateway step). The routing table identifies the functions that a user must have in order to approve each Gateway step in a workflow.

When a user adds a workflow to a Company, Contract, or Project Profile by launching the Workflow Wizard, and selects a workflow template that contains a Gateway step, the user is prompted to select the appropriate routing table. In order to successfully complete the wizard and add the workflow to the profile, the user functions defined in the selected routing table must have the authority to approve the Gateway step defined in the workflow template. Therefore, Administrators should create and name a routing table in accordance with the workflow template that it references so that it is easily identifiable to users as the correct routing table for the workflow.

Important: Before setting up a routing table, define the categories for your company's routing tables using the Lists feature.

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A

Navigation Toolbar

Click on Admin to display a menu of your administrator functions.

B

Workflow link

Select to display a Workflows menu.

Note: If the Workflow link is not present, you do not have the permissions to use this feature.

C

Routing Tables option

Click on the Routing Tables button to display the Routing Tables browse screen.

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D

New button

Click to display the Routing Table Edit screen.

Note: To quickly and easily create a routing table, use the Copy feature if an existing routing table has many of the same approvers as the new routing table you want to create.

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E

Name field

Enter a name for the routing table.

F

Category list

Select a category for the routing table.

Note: If none of the existing categories apply, exit the template and create a new category.

G

Description field

Enter a description of the routing table so that its purpose is easily distinguishable from other routing tables.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

H

Routing Table Behavior radio buttons

  • Standard - select if the approval step is a Simple Gateway, which requires only one approver. Once the approver is notified via email that his/her approval is needed, and he/she approves the step, the next step in the workflow becomes active.
  • Parallel - select if the approval step is a Gateway step, which requires more than one approval, and you want the emails requesting approval for the step to be sent out at the same time. All of the approvers must approve the step before the next step in the workflow becomes active.
  • Parallel Single - select if the approval step is a Gateway step, which requires more than one approval, and you want the emails requesting approval for the step to be sent out at the same time. Only one of the approvers needs to approve the step before the next step in the workflow becomes active.

I

Add Approver button

Click to add the first approval role to the Gateway step.

J

Description field

Double-click in the field to activate it, and enter a description for this approver. This description displays when a user is assigning this Gateway step in the workflow and it also appears in the message that is delivered to the Step Owner.

K

Function(s) list

Double-click in the field to activate it, and select all the user roles that can approve this Gateway step in the workflow. A user who has any of the selected user roles in the Novatus system will be able to approve this workflow step. To remove a function, simple click on the icon.

L

Traverse check box

Select to use the system's hierarchy function for this approver, which automatically assigns the next higher user role to the Gateway step if there are no program users who currently hold the specified user role. Use this function if there are a limited number of people holding a user role or if those assigned to the role are external users.

   

Repeat Steps I-L to add additional approvers, sequencing them in the order in which approvals for this Gateway step should be obtained.

Note: If you want to move an approver up or down in the list, click on their approver record and move your mouse until the prompt displays. Then, drag-and-drop the approver record to the desired position in the list. To delete an approver, simply click on their icon.

M

Restrictions tab

Click to display a screen that allows you to add restrictions to the routing table.

Note: In order for a Routing Table to function properly, restrictions must be set limiting the table to ensure it is used properly.

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N

Company multi-select lists

Select the appropriate restrictions in the Company Group and Legal Entity lists. When a workflow is added to a Company Profile, this routing table will be available as a selection in the Workflow Wizard if the Company Group and Legal Entity fields in the profile match the company restrictions you select for the routing table.

Note: If you leave these fields blank, users can select this routing table when they run the Workflow Wizard and select any workflow template that uses a routing table.

O

Contract multi-select lists

Select the appropriate restrictions in the Contract Type, Contract Group, and Agreement Type lists. When a workflow is added to a Contract Profile, this routing table will be available as a selection in the Workflow Wizard if the Contract Type, Contract Group, and Agreement Type fields in the profile match the contract restrictions you select for the routing table.

Note: If you leave these fields blank, users can select this routing table when they run the Workflow Wizard and select any workflow template that uses a routing table.

P

Project Type multi-select list

Select the appropriate restriction(s) in the Project Type list. When a workflow is added to a Project Profile, this routing table will be available as a selection in the Workflow Wizard if the Project Type field in the profile matches the Project Type restriction(s) you select for the routing table.

Note: If you leave these fields blank, users can select this routing table when they run the Workflow Wizard and select any workflow template that uses a routing table.

Q

Value fields

Populate the Minimum Value and Maximum Value fields to set the monetary range for the contracts that can use this routing table when a workflow is added to a Company, Contract, or Project Profile and the workflow template has one or more Gateway steps, which use a routing table.

R

Save button

Click to add the routing table.

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