Pricefx enables user approval for documents. Approval workflows are created and configured in the Workflow Logics section in Administration where you define a logic for generating the workflow. 

The workflow logic defines triggers, i.e., conditions or thresholds which determine whether a document needs to go for an approval. Each trigger is then connected with one of the two types of workflow steps:

• Approval step – Defines who should approve a certain document. 

• Watcher step – Defines who should be notified about the workflow status at this point. 

The sequence and number of these steps is configurable. The steps are either generated by the workflow logic or they can also be added by approvers directly in the UI during the workflow.

The following document types can have a workflow:

• Quote

• Agreement & Promotion

• Rebate Agreement

• Rebate Record

• Rebate Record Group

• Price Grid Item

• Price List

• Data Change Request

• Ship and Debit Claim

• Deal Plan

• Compensation Plan

• Compensation Record

• Standalone Custom Form

• Optimization Model

• Calculation Grid Item

Notifications

If there is a document waiting for your approval, you will: 

• Find the document on the My Pending Approvals page or in the My Pending Approvals portlet on the Home page.
  If you want to see all of the active workflows where you were involved, go to the User menu and select My Workflows.

• Receive an email notification about the required approval.
  If you have the option Receive WF Emails in the User Admin section unchecked, there is no email notification, but you will still find the document in My Pending Approvals.

Approval

You can approve (or reject) a document in Pricefx in several places:

• On the Workflow tab of the document's detail view.

• In the Active Workflows list – Go to User menu > My Workflows and select a workflow from the list. On the right-hand side pane, you can approve/deny or add approval/watcher steps.

• From the notification email – Documents can also be approved via emails which the approvers receive during the execution of the workflow. 

With the denial you may have to select a denial reason or the workflow step to which the workflow returns (provided that these features are configured).

Add Approver/Watcher Step

Before approvers handle the approval, they have the possibility to add another approver or watcher step. This extra step can be added after any pending step.

1. In the Active Workflows panel, select a workflow.

2. Hover the mouse cursor above the required step and click the Add Approver Step or Add Watcher Step icon.

3. In the dialog window, fill in the details:

   • Name – Name of the new step.

   • Number of Approvals Needed (only for approver steps) – Specifies how many individual users must approve the document before the step is marked as Approved. For details on this option see Create Workflow.

   • Approvers/Watchers – Select the users and/or user groups that you want to add. For watchers, you can also enter email addresses.

   • Comment – A text box where you can give explanation for other users why the step has been added.

4. Click Confirm. The concerned users will be notified when the workflow reaches this step.

 It is not possible to edit or remove an existing approver/watcher (even for Workflow Admins). This is intentional. If you want to remove a step, you have to deny/withdraw the workflow and submit a new one.

Withdrawal

Whoever submitted a document can also withdraw it from the approval workflow. Then the document's workflow is terminated. If you want to send it for approval again, you need to re-submit it (and have a new workflow generated).

The Withdraw button in the document detail view is available only to the document submitter or Workflow Admin.