Field reference
Workflow
How to use Workflow in Workflow & Automation: access, working steps, fields, related records and troubleshooting.
Purpose and access
Configure workflow states, transitions, assignments and notifications against the correct record type. Define which role may act at each step and test the complete lifecycle in staging.
This page is a record page in System Admin → Workflow & Automation. Use the link above to open the configured destination; permissions are checked by the destination service.
ERP links open in a new tab. Sign in with your own account; record visibility, actions and approval authority follow your assigned permissions. Screens can differ by company and configuration.
Before you start
Prepare the required information: Workflow Name, Document Type, Workflow State Field.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open Workflow from System Admin → Workflow & Automation, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Add the required child rows. Review each row’s identifiers, linked records and values, using the child-table field reference below.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- Use any additional workflow actions only when the record and your role provide them. Saving this record does not automatically complete a related transaction or external action.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Workflow Nameworkflow_name | Data Required | Enter the identifier or short text requested by the label. Preserve external reference numbers accurately. |
Document Typedocument_type | Link Required | DocType on which this Workflow is applicable. Linked record: DocType |
Is Activeis_active | Check Optional | If checked, all other workflows become inactive. |
Don't Override Statusoverride_status | Check Optional | If Checked workflow status will not override status in list view |
Send Email Alertsend_email_alert | Check Optional | Emails will be sent with next possible workflow actions |
Enable Action Confirmationenable_action_confirmation | Check Optional | If checked, a confirmation will be required before performing workflow actions. |
Document Statesstates | Table Optional | All possible Workflow States and roles of the workflow. Docstatus Options: 0 is "Saved", 1 is "Submitted" and 2 is "Cancelled" Linked record: Workflow Document State |
Transitionstransitions | Table Optional | Rules defining transition of state in the workflow. Linked record: Workflow Transition |
Workflow State Fieldworkflow_state_field | Data Required | Field that represents the Workflow State of the transaction (if field is not present, a new hidden Custom Field will be created) |
Child tables
Document States — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Statestate | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Workflow State |
Doc Statusdoc_status | Select Optional | 0 - Draft; 1 - Submitted; 2 - CancelledAvailable choices
|
Update Fieldupdate_field | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow. |
Update Valueupdate_value | Data Optional | Value to set when this workflow state is applied. Use plain text (e.g. Approved) or an expression if “Evaluate as Expression” is enabled. |
Evaluate as Expressionevaluate_as_expression | Check Optional | Check this if the Update Value is a formula or expression (e.g. doc.amount * 2). Leave unchecked for plain text values. |
Is Optional Stateis_optional_state | Check Optional | Workflow Action is not created for optional states |
Don't Override Statusavoid_status_override | Check Optional | If Checked workflow status will not override status in list view |
Next Action Email Templatenext_action_email_template | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Email Template |
Only Allow Edit Forallow_edit | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Role |
Send Email On Statesend_email | Check Optional | Send email when document transitions to the state. |
Messagemessage | Text Optional | Provide the required record description or content. Keep operational instructions clear and applicable. |
Transitions — child-row fields
| Field | Type / behavior | How to use it |
|---|---|---|
Statestate | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Workflow State |
Actionaction | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Workflow Action Master |
Next Statenext_state | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Workflow State |
Allowedallowed | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Role |
Allow Self Approvalallow_self_approval | Check Optional | Allow approval for creator of the document |
Send Email To Creatorsend_email_to_creator | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Transition Taskstransition_tasks | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Workflow Transition Tasks |
Conditioncondition | Code Optional | Administrator/integration field. Use a validated configuration or supported script and test its impact before deployment. |
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.