The Workflow System

Last updated on 26/07/17

 

This functionality applies to budgetary and administrative requests that require acknowledgement or approval, thus ensuring that all the necessary information is provided to process them and reducing time processing.

 

Please refer to the Workflow Diagrams page for specific routing of the Workflow.

 

Functions subject to Workflow

From the "Countries and Offices" menu:

 

 

Example of a typical workflow

  1. The Initiator submits the request
  2. The Authorized Clerk deals with the request
  3. The Approver approves or rejects the request
  4. The Initiator deals with the Approver's response

 

 1. The Initiator submits the request

Once the Decentralized Office has completed its request in the related COIN module, submits the request to the Workflow by clicking the "Submit" or "Finalize" button. This will automatically forward the request to the appointed Clerk for the review and approval process.

 

2. The Authorized Clerk deals with the request

After having Logged in, the authorized Clerk will be notified of the request in his/her Workflow Pending Items, by clicking on the "Workflow /Workflow Pending Items" on the main navigation bar.

This action will open a list of all Pending items assigned to him/her.

By clicking on the "open" link next to the selected item, the request made by the Decentralized office is displayed.

The authorized Clerk, after having verified the data, can "Reject" or "Approve" the request, in the latter the request will be automatically forwarded to the Supervisor for final approval.

In some cases the authorized clerk is not allowed to approve the request and must forward it with comments to his/her Supervisor for Approval by clicking the "Forward" link at the bottom of the page. (For IT equipment items the request must be forwarded to the ICTO).

This action will open a text field. Start typing the surname of the Supervisor and then select it from the list. Click the "Forward" button to confirm.

 

3a. The Approver approves the request

After having logged in, the Approver opens the request in his/her Workflow Pending Items.

In this example the Approver approves the request by clicking on the "Approve" button. This action will reflect directly in the Decentralized Office related module. This is the end of the Workflow process.

 

3b. The Approver rejects the request

The request is rejected

The Approver can also reject the request by clicking on the "Reject" button.
A reason for rejecting must be given in the message text area provided. This action will reflect directly in the Decentralized Office related module and in the Initiator's Pending Items.

 

4. The Initiator deals with the Approver's response

  • If the request has been approved, the Initiator will take action.
  • If the request has been rejected, the Initiator can adjust the request by editing it, if instructions to do so have been given by the Approver or otherwise delete it.  

The Status column in COIN lists the status of the request, which can be as follows:

Draft: When the request has not been submitted, but it has been saved
Active: The record is Active and therefore approved
Pending: The request is waiting for approval
Rejected: The request has been rejected 
Closed: The record is closed

 

Click on the Workflow Settings to learn how to customise your Workflow settings and E-mail notifications.

 

 

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