It is required for the person editing workflow to have the System Office System Admin role. To add the user to workflow, they must have an approver role, such as Contract Approver. If they do not have the role, they can request it following these instructions: Role Permission Instructions
Defining Terms
Document-Level Rules make up the core of a Workflow Rule. They are the individual parameters used to determine when workflow should stop where they are met.
Workflow Rules consist of Document-Level Rules and the Approvers.
Rule Groups contain multiple rules that relate to the same process. HR Review may have several different approvers for different campuses, so rules that have similar parameters but different institution approvers are stored in the HR Review Rule Group. When it comes to editing rules, do not remove rule groups. Changes may affect all campuses.
A Workflow Step is the visible step that end-users see during the approval process. It typically consists of one rule group, but it can contain more. For example, the HR Review step would only contain the HR Review group. However, a theoretical workflow step called Error Management may have a rule group for Outages, Fiscal Year End, or Conflict Assessment. These are not necessary for our purposes, but it shows how steps are not necessarily groups. Only JAGGAER has the authority to add, edit, or remove steps.
Workflow is the umbrella term for all steps, groups, rules, and document-level rules. When a user wants to make a workflow change, at this time, it is likely just changing an approver for a rule.
Editing Approvers
To edit workflow, on the left hand menu, go to Setup -> Workflow Setup -> [Applicable] Workflow. For these purposes, assume we go into Contract Workflow.
Users may not always have the exact rule name on hand. There are a handful of ways to find the rules that apply to the request.
- A user may just know the workflow step name. So if they say "Please add Person A to HR Review," you can filter the rule group to HR Review and find their campus.
- A user may know the current approver that they want replaced. If that is the case, search by approver without any other filters and it will show all workflow rules they are in.
- If they do not know either of these with a good degree of certainty, ask for a screenshot of where in workflow they need to add an approver.
JAGGAER's search function for rule names is very strict with its results. Ensure to use the wildcard (*) symbol to expand the results. For example, instead of searching for HR Review, search for *HR Review* in the rule name search.
Once you have the rule, simply edit the rule at the right hand side, and add or remove the approvers.