General Description of the Feature
A Workflow Validation and two external functions were created in order to automatically ensure that users with no access to Vehicle transfer Role will not be able to proceed to workflow steps reserved for vehicle transfer.
| External Function | Store SalesPerson to Reassign Opportunity after the Accountant Activities |
| External Function | Reassign WF to Salesperson and sent Notification |
| validation | Check if the user has access to the Accountant Role |
The non-accountant user creates an Opportunity, when this reaches the accountant workflow steps , the user cannot proceed with actions and a message will be displayed informing the user that the opportunity is locked, This is controlled by the Workflow Validation.
The Transfer Vehicle(Accountant) Role user will process the workflow step and upon finishing it, a re-assignment will be performed to the initial user along with a notification that the workflow has been reassigned to him as the elevated step has finished.
The accountant role User is defined by a new setup Key in the system.
At this point, however only the user information is saved on the custom field.
New Setup key for Accountant Role and assignment process
A new Role was created and was assign to the accountant with the specifically created setup key.
The user that has this role can access the Vehicle Transfer Workflow steps which are now protected.
A new group was created in order to add the new role
And finally, the Group with the Accounting Access Role was added to the user so that the certain user will have access to certain Workflow Steps.
Workflow Validation for accounting Access
A new External Function "Store SalesPerson to Reassign Opportunity after the Accountant Activities" was added in the workflow in "Signed Order" transition, that will save the user information on a custom field so when the accounting steps finish, the Opportunity will be automatically transferred back to the initial user and a notification will be sent back to them.
At this point, however only the user information is saved on the custom field.
In the Accounting Process all Workflow transitions are being protected by the new Workflow Validation stating that the user that can trigger them should have access to the Accounting Role. The new Validation " Check if the user has access to the Accountant Role" was added to
- Invoicing (Start Vehicle Transfer & Return to Signed Order)
- Vehicle Transfer In Progress (Cancel Vehicle Transfer ,Complete Vehicle Transfer, Return to Invoicing)
A user with accountant role will need to manage the rest of the process in the workflow. This user should first assign to self the lead and process the steps that could not be handled by the user without the accountant access.
When the Opportunity has been processed by the Accountant in order to be transferred back to the salesperson, another new External Function "Reassign WF to Salesperson and sent Notification" should be added in the workflow that reassigns the lead to the initial user and sends a notification to them. This was added to the following transitions:
- "Return to Signed Order" (Invoicing)
- "Vehicle Transfer in Progress" (Cancel Vehicle Transfer, Complete Vehicle Transfer)
Business Benefit
Configuration
Administration and Process pages
| Role | VehicleTransfer |
| Group | Vehicle Transfer |
Setup Keys
| Setup key | RoleThatCanProcessAccountantActivities | add the Role ID the system will consider as Accountant |
Workflow
Validations
| validation | Check if the user has access to the Accountant Role |
External Functions
| External Function | Reassign WF to Salesperson and sent Notification |
| validation | Check if the user has access to the Accountant Role |
Add Comment