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Use of a process in a document

Processes and process statuses allow users to categorize and filter documents.

Selection of the process

To apply a process to a document, it is necessary to assign a process to the document. This selection is made via the Process field in the General fast tab. It shows all processes that are possible for the document (see here). When processing a Sales order, for example, it is possible to choose between different processes, each of which requires a different process procedure with different process steps and different functionalities. One of the most common distinctions for Sales orders is between standard orders (e.g. simple sale of goods) and extensive project orders that include services in addition to goods.

Setting a process status

Every user who wants to set a status in the document after defining the process can choose from the process statuses that have been defined for the process (see here). Typical cases in which setting a process status can be useful are

  • initiating a new process step, often indirectly linked to forwarding processing to another user (e.g. Quote to be checked, Order awaiting invoice, Transfer requirement to development),
  • mark a process step as completed (e.g. Quotation checked or Invoice sent),
  • the description of a wait status (e.g. Waiting for customer info) or
  • initiating a functionality, such as the automatic release of the document.

Setting a process status is triggered with the action Set Process Status (Alt+S) in the document and the page with the list of process statuses associated with the process is called up. A status is selected from this list and then set with OK. The user is supported in selecting the process status by the next possible process status (after the current status already set) being automatically suggested. However, it is possible to deviate from the preselection and select any other status. This means that process statuses that have already been set can also be used again (see here). Not all available process statuses have to be set - process statuses can be skipped.
The Status History page shows the statuses that have already been set. The last status set can also be deleted here if the user has set it themselves.

Reset status

A set process status can only be reset by the user who originally set the status or by an admin (assuming appropriate access rights).

History of process statuses

The last status set in the document is displayed in the Process Status field. Using its lookup, you can access a process status table (depending on the selected process) in which both a new status can be set (upper part of the page) and all statuses set up to that point (lower part of the page, Status History) can be viewed.
In addition to the information on the process status itself, this page shows when and by whom which status was set. This history is created automatically, including date stamp and user ID. A set status can only be removed by the user themselves or by an administrator (see info Reset status). The Delete last status action is used to reset the status.
In the Process Status page, additional statuses can also be added via lookup in the Status Description field to select an additional process status that is not in the list. This can be set with OK and the page closed.

Repeat loop in the process

A repeat loop in the process is achieved by the user setting a process status that has a previous value in the list. The next time a status is set, its successor is offered again, i.e. the process is run through again from this status onwards.

Example of a repeat loop

The starting point is a process for a Sales quote.

  • An employee in Sales creates a quote and sets the status SQ0-000 - Quote created.
  • He then initiates a technical check of the content of the Sales quote (SQ1-030 - Quote to be checked).
  • This check is carried out by the specialist department, which comes to the conclusion that the information required for the check is missing.
  • The specialist department therefore sets the Sales quote to process status SQ1-010 - Quote unclear. The quotation process is now run through again, in which the employee revises the quote and then sets the status SQ1-030 - Quote to be checked.
  • If the technical check had been positive, SQ2-040 - Quote checked would have been set and the internal sales department could then send the quote.

Execute an action when setting a process status

Actions can be executed when a status is set. To do this, one or more actions are assigned to a status on the Status Actions page, whereby an action can be implemented as a report or codeunit. Only one report (70921246 - SA Release Document) is currently available for releasing the current document. If required, further objects for status actions can be added - either in the scope of delivery of DYCE Smart Workflow Tool or as a customer extension.

There are two additional fields in the background that are not displayed by default, but can be displayed if required:

  • Show Request Page
    This indicator controls whether the report object is executed with its default settings or with its query (in which parameters are typically also queried). In the latter case, this field must be checked. The indicator only applies to objects of the type Report. Commit after execution
    This indicator controls whether a COMMIT command is executed after the object has been processed.
Technical note

In principle, any report and codeunit whose primary DataItem matches the data record for which the status is to be set (e.g. Sales header) can be executed as an action.