Creating a new Transaction requires several steps to think of. In this article, you will find an overview of the steps that may be used to create simple or advanced Transactions. Not all of the steps are always necessary. We will use the Invoice approval process as an example.
Creating a new Transaction Type is inevitable while designing a new transaction. Everything starts here. In Transaction Type, you define main things like Transaction’s name (e.g. Invoice), if it is active, or all data types that will be used in the Transaction (e.g. invoice number, date, purchase order, etc.).
Transaction Type Group
Needed: If there is no Transaction Type Group created yet, or if no other has already been created one can be used.
Transaction Type Groups are used for better classification of Transaction Types. For example Transaction Type – Invoice and Transaction Type Group – Processing; or Transaction Type – Exceptional payment and Transaction Type Group – Payments.
Needed: If there is no Sequencer created yet, or if no other has already been created one can be used.
Each Transaction has its unique reference which is called Sequence code in Flowis. In Sequencer, you can create the formula for the Sequence codes of your Transactions.
Needed: Always, if Transaction needs to be manually created by Users.
In Create Permissions you can set up the form for creating a new Transaction – which fields have to be filled in, who can fill them in, and what happens once everything is filled in. If your employees (Users or Groups of Users) do not have any Create Permissions granted, they will not be able to create new Transactions. Transactions can also be created automatically when a certain action happens – but that needs to be set up and programmed in other sections of Flowis.
Show Permissions define which fields are shown after opening a specific Transaction. If your employees (Users or Groups of Users) do not have any Show Permissions granted, they will only see a blank screen after opening a Transaction.
Needed: Only if you want to set up that the certain field should only be displayed if certain conditions are met.
In Form Behaviour, you can set up for example that the field “Purchase order number” will be visible only if the field “Is 1way invoice” = “No”.
Form Behaviour conditions are used when creating or editing a Transaction or creating a Workflow – so they must be added to Create Permissions, Edit Permissions, or Workflow.
Access Permissions allow users to see that a Transaction exists. That means, if you click on “Transactions” in the left menu, you will not see any Transaction in the list if you do not have any Access Permissions granted.
Needed: If there is no Status created yet, or if no other has already been created one can be used.
Status informs about the state of the Transaction at a certain time. E.g. Invoice submitted, Pending approval 1, Invoice posted to ERP, etc.
Needed: If the Users or Group of Users want to receive summary e-mails about the open or closed Transactions.
Reminder Plans are used to schedule regular e-mails to the users with different data, e.g. Report with all open invoices, Report with invoices pending on approval 1, Report with all invoices assigned to me, etc.
Needed: If the automatic e-mails to the Users or Group of Users should be sent.
E-mail Templates are predefined e-mail messages that can be used in Workflows (e.g. when Workflow sends the invoice for approval, the approver will receive an e-mail that the transaction is pending on him) or in Reminder Plans.
Needed: Only in case specific Users or Groups of Users should be able to add comments to the Transaction without doing any action.
In Comment Permission, you can set up that employees can comment on the Transaction regardless of whether the Transaction is assigned to them or not.
Needed: Only in case specific Users or Groups of Users should be able to edit the fields of the Transaction without doing any action.
In Edit Permission, you can set up that employees can edit specific fields through the “Edit” button located on the top right corner of the Transaction.