Tracking Transactions (Order Process Workflow Overview)
- You can track transactions by assigning statuses to transactions and by assigning transactions to users.
This can be done when the transaction is created using the Track It panel which is on the transaction screen. Statuses can be changed and transactions reassigned from the Track It panel and from the My Inbox section of My Dashboard.
- Transactions can be assigned to users or to roles. If you assign a transaction to a role, the transaction will essentially be assigned to all users who have that particular role.
The Assign To drop list (on the Track It panel and My Inbox) will contain all users with at least Edit access to the transaction type and any roles that have that level of access that have been assigned to users in your company.
- Tracking statuses are set up for each type of transaction on the Tracking Status Settings screen. You can set up any tracking statuses that make sense for the workflow at your company.
To set up tracking statuses, go to Maintain>Workflow>Tracking Status Settings or click the Add or Edit Status button on the Track It panel.
- Users who will be assigned or assigning transactions should add the My Inbox section to My Dashboard. This will allow them to see any transactions that are assigned to them or their role and to change the status or reassign the transactions. Some users may be able to see all transactions and who they are assigned to based on their security rights.
To add My Inbox to My Dashboard, click the My Dashboard navaid on the right side of the screen. Click the Customize this Page button at the top of the screen. Choose My Inbox from the Available Sections and click Add. Then click OK.
- The Transactions by Tracking Status dashboard section is a great way to see the status of all transactions of a certain type within a particular time period. This helps you see where transactions are in the process so you can manage workflow and make good decisions for your business.
To add Transactions by Tracking Status to My Dashboard, click the My Dashboard navaid on the right side of the screen. Click the Customize this Page button at the top of the screen. Choose Transactions by Tracking Status from the Available Sections and click Add. Then click OK.
- You can use the Transaction Detail by Status report to see a list of transactions along with their tracking status and assigned to details. You can also filter this report by Tracking Status and Assigned To. To access the report from the Report Selector, go to Reports & Forms>General Ledger and then select the Transaction Detail by Status report from the list.
To access the report from the Transactions by Tracking Status section on My Dashboard, click the View Transaction Detail by Status report link. This will open the report with it filtered by the transaction type selected on the section. You can also open the report by double-clicking on a status in the pie chart or the Status Name column. When you open the report this way, it will be filtered by the transaction type selected on the section and by the status you double-clicked.
- You can set up notification rules to have notifications sent to users when the tracking statuses and/or assignees of certain transactions are changed. These rules determine when a notification should be sent, who it should be sent to, and what it should say.
To set up notification rules, go to Lists>Workflow Notifications>Notification Rules and click the New button or the Add new notification rule link under Tasks.
- The New notifications indicator located near the bottom of the Navigation Bar will let users know when they have new notifications.
Clicking the New Notifications link will open the My Notifications list which displays the notifications that have been sent to that user. The My Notifications list can also be opened by going to Lists>Workflow Notifications>My Notifications.