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End a Workflow Task

Updated over 2 months ago

This document demonstrates how to end a Workflow task. An Accounts Payable invoice will be used for this example. This process is a back-up, secondary procedure.

Precautionary Steps (for Future Reference)

To avoid having to go through the process of ending a Workflow task in the future, follow the steps below:

  1. For an Accounts Payable Workflow task, do NOT delete the invoice or invoice batch. Similarly, for a Change Mgmt Workflow task, do NOT delete the Change Order.

  2. Instead, the TASK should be marked as complete.

    1. Hover over the user at the top, right corner of the screen and click Activity Workbench (Figure 1).

    Figure 1: Go to Activity Workbench

  3. Find the task. In this case, the task will be in the AP Invoice Workbench – all users tab (Figure 2).

  4. Click the Open folder in the row of the appropriate task (Figure 2).

    Figure 2: Find and Open the Task

  5. Optionally, Add Comments (Figure 3).

  6. Select the checkbox for Complete? (Figure 3).

  7. Select Reject / Delete in the drop-down for Next Stage (Figure 3).

  8. Then, click the floppy disk to Save (Figure 3).

    Figure 3: Complete Task, Click Save

  9. If it is too late to do the steps above, and the invoice or change order has already been deleted, continue to step #1 and follow the steps of this document.

End a Workflow Task

  1. The first step is to find the task that needs to be deleted.

  2. In this case, we will go to Accounts Payable > Enter Invoices (Figure 4).

  3. Next, click into the Batch Number hyperlink of the batch (Figure 4).

    Figure 4: Click the Batch Number Hyperlink

  4. In the Invoices tab, click the Internal Reference hyperlink of the appropriate invoice (Figure 5).

    Figure 5: Click the Internal Reference Hyperlink of the Invoice

  5. Inside of the invoice, click the Workflow History icon in the upper, right corner of the page (Figure 6).

    Figure 6: Click the Workflow History Icon

  6. In the Workflow History page, click on the Task ID hyperlink (Figure 7).

    Figure 7: Click Task ID Hyperlink

  7. In the Workflow Summary page, go to the Stages tab to check what stage the Task is in (Figure 8). The last row on the page indicates the Stage that the Task is in, which is “Review Invoice” in this example.

    Figure 8: Stages Tab in Workflow Summary

  8. Next, go to Reporting and BI > Workflow > Workflow Template (Figure 9).

  9. Click the hyperlink of the appropriate Workflow that is being applied (Figure 9).

    Figure 9: Click the Workflow Hyperlink

  10. In the Outstanding tab, select the Task to end the workflow process for (Figure 10).

    • If the Task is missing here, check to make sure the correct Workflow was selected in step #9.

  11. Select Force Stage from the drop-down on the bottom action bar and click the arrow to “Apply Action” (Figure 10).

    Figure 10: Outstanding Tab, Select Task, Force Stage

  12. On the Force Stage page, select the ENDWF-End Workflow in the drop-down for Move To (Figure 11).

  13. It is a best practice to include an explanation in the Notes section, although it is technically optional (Figure 11).

  14. Then, click Next in the bottom, right corner of the page (Figure 11).

    Figure 11: Force Stage, Move To, Notes, Click Next

  15. Then, the task will be moved from the Outstanding tab to the Closed tab (Figures 12 & 13).

    Figure 12: Task Removed from Outstanding Tab

    Figure 13: Task Moved to Closed Tab

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