# WorkFlow Request

A WorkFlow Request tracks a company process after a document exists — for example turning a Sale Order into purchase, stock-in, delivery, and invoicing. It is not Multi Stage Approval of that document. Completing the workflow does not approve or post the origin transaction.

On this page

Getting started
What it is Overview & List View Create from a document Quick Start
Form reference
Header Fields Stage panel Stage actions
Examples
Sale Order — Sale Delivery Purchase process with Create PO
More
Actions & Status View Tabs Best Practices FAQ Related

What it is

Use a WorkFlow Request when several people must complete a sequence of work steps around a document. Typical steps include a supplier visit, collecting quotes, bringing stock in, delivering, and raising a sale invoice. | | WorkFlow Request | Multi Stage Approval | |--|-------------------------|------------------------------| | Question it answers | What must the team do next on this order or job? | May this invoice / voucher be posted? | | Started from | Document more menu (WorkFlow Request), or HRMS → Workflow Request | Attaches on save when a Settings template matches | | When the last stage is done | The request is Approved. The origin Sale Order (or other document) stays as it was. | The document itself becomes Approved and posts | | Setup | WorkFlow Approval Stage and Template | Settings → Approval Stage and Template | | Docs | This page | Multi Approval | Two kinds of stage: You can mix both kinds on one template.

Overview & List View

The WorkFlow Request list shows every process request with its current stage and status. WorkFlow Request list ERP path: HRMS → Workflow & Approvals → Workflow Request Quick filters | **Filter** | **Description** | |------------|-----------------| | Default | All requests except Cancelled. | | Approved | All stages complete. | | Draft | Not yet sent. | | Multi Level Approval | A stage is in progress. | | Cancelled | Cancelled requests only. | Advanced filters Title, Request Owner, Approval Template, Stage, Status, Created date. List columns | **Column** | **Description** | |------------|-----------------| | ID | Record ID. | | Number # | Reference number. | | Title | Process name (for example Sale Delivery — SO-1042). | | Date | Request date and time. | | Due date | Expected completion deadline. | | Request Owner | Employee who owns the request. | | Approval Template | Process template applied. | | Created date | System creation date. | | Stage | Current stage. | | Status | Current status. | List row actions | **Action** | **Available when status is** | |------------|------------------------------| | Edit | Draft, For Revisal | | Delete | Draft, For Revisal | | View | All statuses |

Create from a document

The usual start is the origin transaction, not the HRMS menu.
  1. Open the document (for example an approved Sale Order).
  2. Click the more menu (⋮) → WorkFlow Request.
  3. The New WorkFlow Request form opens with that document as Origin Transaction.
  4. Enter Title, choose the Approval Template for this process (for example Sale Delivery), add a description, and save.
WorkFlow Request appears on the more menu of these documents when status is typically Approved or Closed (Sale Order also allows Closed): Sale Order, Sale Invoice, Sale Quotation, Pro Forma Invoice, Commercial Invoice, Credit Note, Sale Return Order, Purchase Order, Purchase Invoice, Purchase Quotation, Purchase Expense, Debit Note, Purchase Return Order, Work Order, Delivery Note, Receipt Note, Expense, Payment Voucher, Receipt Voucher, Expense Claim. You can also create a request with no origin document from HRMS → Workflow & Approvals → Workflow Request → New.

Quick Start

1. Set up stages and a template

Create process steps in WorkFlow Approval Stage. Add system Actions only on steps that should create a document. Combine the stages in a WorkFlow Approval Template.

2. Start from the document

Open the Sale Order (or other document) → more menu → WorkFlow Request.

3. Fill in details

New WorkFlow Request

4. Send the first stage

Save (status = Draft), open the request, and click Send Request on Stage 1. Choose the person who will do that step.

Header Fields Reference

| **Field** | **Description** | |-----------|-----------------| | Title * | Short name for the process (for example Sale Delivery — Acme SO-1042). | | Request Number | Auto-generated when numbering is configured. | | Request Owner * | Employee who owns the request. Auto-filled on create. | | Date * | Creation date and time. | | Due date | Deadline for finishing the process. | | Approval Template * | Process template to follow. | | Description | What must be done (rich text). | View-only fields | **Field** | **Description** | |-----------|-----------------| | Origin Transaction | Linked document type (for example Sale Order) when created from a document. | | Origin Transaction [Id] | Quick-view link to that document. |

Stage panel

The request view shows each stage from the template: name, status, history, attachments, linked documents, and buttons. WorkFlow Request view with stages Stage status values | **Status** | **Description** | |------------|-----------------| | Not Requested | This step has not been sent yet. | | Approval Requested | Waiting for the assigned person to complete the step. | | Approved | Step is complete. | | Rejected | The assigned person rejected the step. | | Cancelled Request | The requestor cancelled while it was waiting. | | Requested for Revision | Sent back to the request owner. | Per-stage information Each log shows By, Time, Note, Next Action By, Pending Approval By, Min no. of approvals required, attachments (paperclip), and Linked Documents (bill number and type). Per-stage buttons | **Button** | **Who sees it** | **When** | |------------|-----------------|----------| | Send Request | Request owner | Stage not started, or after revision; prior stage approved. | | Approve | Assigned person (or Super User) | Stage status = Approval Requested. Marks the step done. | | Reject | Assigned person (or Super User) | Stage status = Approval Requested. | | Cancel | Original requestor | Stage status = Approval Requested. | | Send For Revise | Assigned person | Stage status = Approval Requested. | | Edit | Request owner | Stage sent for revision and document editing is allowed. | | Custom button (for example Create Delivery Note) | Users on that stage after it has been sent | Stage has Actions configured. | How stages flow
  1. Request owner clicks Send Request on Stage 1 and selects who will do the step. Request status becomes Multi Level Approval.
  2. That person adds notes or attachments if needed. If the stage has a system action, they click the button (Create Delivery Note, Create Sale Invoice) to open the New form.
  3. They click Approve to mark the step done. Optionally tick Request Next Stage and choose who does the next step.
  4. Stages run in order. A process-only stage has no extra button — Approve plus notes and attachments is enough.
  5. After the last stage is approved, the WorkFlow Request status is Approved. The origin Sale Order is unchanged.

Stage actions (create documents)

On WorkFlow Approval Stage, the Actions table adds buttons to that step. | **Column** | **Description** | |------------|-----------------| | Action Type (Transaction) | Document to create. | | Button Label | Text on the request view (for example Create Delivery Note). | Action Type options: Sale Invoice, Sale Order, Sale Quotation, Pro Forma Invoice, Commercial Invoice, Credit Note, Purchase Invoice, Purchase Order, Purchase Quotation, Debit Note, Purchase Expense, Delivery Note, Receipt Note, Expense, Payment Voucher, Receipt Voucher, Expense Claim. Leave the Actions table empty for a process-only step (site visit, quote collection, verbal confirmation). The New form opens with the request linked. After save, the document shows under Linked Documents on that stage. Dialogs for Send Request / Approve / Reject / Send For Revisal / Cancel are the same as on document Multi Stage Approval (Notes, Approver, Request Next Stage). Attachments can be added on each log.

Use case — Sale Order to delivery and invoice

A Sale Order is received. The company still needs to purchase, take stock in, deliver, and invoice. Those steps are a WorkFlow Request, not approval of the Sale Order.

1. Create stages

| **Stage Name** | **Approval Rule** | **Approvers** | **Actions** | |----------------|-------------------|---------------|-------------| | Purchase / supplier | ANY | Purchase executives | — (process-only: site visit, quotes, attachments) | | Stock in | ANY | Store keepers | Action Type = Receipt Note, Button Label = Create Receipt Note | | Delivery | ANY | Dispatch team | Action Type = Delivery Note, Button Label = Create Delivery Note | | Sale invoice | ANY | Accounts | Action Type = Sale Invoice, Button Label = Create Sale Invoice |

2. Create the template

Template name: Sale Delivery | **Sl Num** | **Approval Stage** | |------------|-------------------| | 1 | Purchase / supplier | | 2 | Stock in | | 3 | Delivery | | 4 | Sale invoice |

3. Start from the Sale Order

  1. Open the approved Sale Order.
  2. More menu → WorkFlow Request.
  3. Title: Sale Delivery — Acme SO-1042
  4. Approval Template: Sale Delivery
  5. Description: items, customer, promised date.
  6. Save.

4. Run the process

Sale Order More menu → WorkFlow Request
Purchase / supplier Visit, quotes, attachments — then Approve
Stock in Create Receipt Note → Approve
Delivery Create Delivery Note → Approve
Sale invoice Create Sale Invoice → Approve
  1. Request owner sends Stage 1 to a purchase executive.
  2. Purchase visits the supplier, attaches quotes, clicks Approve, and sends Stage 2 to stores.
  3. Stores clicks Create Receipt Note, saves the receipt, then Approve.
  4. Dispatch clicks Create Delivery Note, delivers, then Approve.
  5. Accounts clicks Create Sale Invoice, then Approve.
  6. The WorkFlow Request is Approved. The original Sale Order is still the same document — this process did not sign it off.
If the Sale Order itself must be signed off before it is Approved, that is a separate Multi Stage Approval template on the order.

Use case — Process that creates a Purchase Order

When the first documents do not exist yet, start from HRMS → Workflow Request (or from another origin document) and put a Create PO action on a later stage. | **Stage Name** | **Approval Rule** | **Actions** | |----------------|-------------------|-------------| | Manager review | ANY | — | | Finance review | ALL | — | | Raise PO | ANY | Action Type = Purchase Order, Button Label = Create PO | After Raise PO is sent, Create PO opens New Purchase Order linked to this request. The PO appears under Linked Documents.

Actions & Status

View toolbar actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Edit | Opens for editing. | Draft, For Revisal | | Delete | Permanently removes the request. | Draft, For Revisal | | Print | Prints the request. | All |

More menu (⋮) actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Cancel | Cancels the request. | Approved, Closed |

Statuses

| **Status** | **Description** | |------------|-----------------| | Draft | Saved but Stage 1 has not been sent. | | Multi Level Approval | A stage is in progress. | | Approved | All stages complete. The origin document is unchanged. | | For Revisal | Sent back for changes. Treated like Draft for edit. | | Cancelled | Request has been cancelled. | | Closed | Request is closed. |

View Tabs & Side Panels

| **Tab** | **What it shows** | |---------|-------------------| | History | Activity log — who created, sent, approved, rejected, or cancelled and when. | | Attachments | Files uploaded to the request. | Stage logs also have a paperclip for per-step files (quotes, photos, signed papers).

Best Practices

FAQ

Does finishing a WorkFlow Request approve the Sale Order or Sale Invoice?
No. Only the request is marked Approved. Document sign-off is Multi Stage Approval under Settings. How do I start a workflow from a Sale Order?
Open the order, more menu, WorkFlow Request. Choose the Sale Delivery (or other) template and save. Must every stage create a document?
No. Leave Actions empty. The assigned person completes the step with Approve, notes, and attachments. Can I skip a stage?
No. Stages run in Sl Num order. The previous stage must be Approved before the next can be sent. Can multiple people be assigned to one stage?
Yes. The stage Approval Rule (ANY, ALL, MINIMUM) decides how many must click Approve. Who can see pending steps?
Assigned people see Approve and Reject on their stage. Super Users can act on any stage. Use the WorkFlow Requests Report for a list view. What happens when a stage is rejected?
That stage is Rejected. Later stages do not run until the request is sent again or cancelled. Can I attach files?
Yes. Use the Attachments tab on the request, and the paperclip on each stage log. Does completing a stage send notifications?
Assignees and the request owner may receive in-app notifications per company notification settings.