/onestopreporting/help/workflow section Through a workflow, you can manage the sharing of budget templates, set deadlines, and see the status of how far end-users have progressed in the budget process. 2025-05-27T09:08:46+02:00 # Workflow Through a workflow, you can manage the sharing of budget templates, set deadlines, and see the status of how far end-users have progressed in the budget process. The **Workflow** feature gives you full control of the budgeting process from start to finish. Through a workflow matrix, you can manage the end users' access to budget forms, monitor the progress of the budget data entry, and receive notifications by the end user when budget data entry is complete. This paves the way for a dynamic and smooth budgeting process. ### Options in the Workflow screen | Name | Description | |:---|----| | **New** | Click here to create a new workflow. See [Create new workflow](./create). | | **Edit** | Click here to open and edit a draft workflow. NOTE: You can only edit the time interval for a published workflow. | | **Duplicate** | Click here to duplicate an existing workflow. | | **View** | Click here to view the details of a published workflow. | | **Status** | Click here to view the status and progress of a published or finished workflow. | | **Delete** | Click here to delete the selected workflow. All assignments will also be removed. | /onestopreporting/help/workflow/create page 2026-01-16T14:27:01+01:00 # Create new workflow To create a new workflow: 1. Click **Workflow**. 2. Click the button with three dots **...** 3. Click **New**. 4. Fill in the following fields: - **Name**: Enter the workflow name. The end-users will see this as the name of the assignment. - (optional) **From-To**: Click here to set a start and end date (deadline) for the workflow, and click **Apply**. The assignments will not be available to the user(s) until the specified start date. **Note**: These are the default dates for all assignments created from this workflow, but you can set custom start and end dates under **User assignments**. See Edit workflow details below. - (optional) **Reviewer**: Click this option to select a reviewer. Start typing a name to search or click the arrow button to show a list of users. - (optional) **Approver**: Click this option to select an approver. Start typing a name to search or click the arrow button to show a list of users. 5. Click **Select templates**. Click here to select the budget template(s) which should be added to the workflow. These are the scenarios/budget versions that the end-users will edit. Use the categories and the search field to filter the list of budget templates. 6. Click **OK** when you are done. The templates are displayed in the workflow screen. 7. Click **Select companies**. Select the companies which should be included in the workflow. **NOTE:** If you only have one company, you will not see the **Select companies** button and will only have one tab for your company. 8. Click **OK**. Each company is displayed in a separate tab. 9. Click a company tab and select the relevant parameters under **Default parameters**, OR select **Let the user decide** to let the users select on which parts of the budget template to work. The available parameters may vary according to the selected templates. **NOTE:** Sometimes you might see the (apparently) same parameters appearing more than once here. This is because the parameters are slightly different in the budget templates (from Report Designer). 10. Under **User assignments**: Click **Select users** and select the users to whom you want to assign the budget template: - **Search**: Start typing a name to filter the list of users. - **Roles**: Click a role to select all users from a role. - **Users**: Select individual users. 11. Click **OK** when you are done. 12. (optional) Edit the workflow parameters for individual users as described below. 13. (optional) If you have added multiple companies, click the next company tab and repeat steps 8-11. To save time, you can copy the settings from the first company to other companies as described below. 14. Click  **Save**. 15. Click  **Publish** to send the assignments to the selected users. > [!TIP] > To view the progress of the workflow, select it in the workflows list and click  *Status*. ### Copy to companies If the same parameters and users should be used across multiple companies, you can copy these settings to other companies. In order to do so: 1. Select the company tab with the settings you want to copy. 2. Click  (on the right-hand side), and select **Copy to companies**. The **Copy from** dialog displays. 3. Select one or more companies. 4. Click **OK**. The settings are copied to the selected companies. You can edit the settings for each company if necessary. ### Edit workflow details When you have set the default parameters for a company, all selected users (for the current company) will inherit the default parameters. You can, however, customize the parameters for individual users. In addition, you can edit the start and end dates as well. You have the following options: - Click  to deselect a template for a user. - To edit parameters and deadlines: a. Hold the mouse-pointer over one of the following sections of the **User assignments** table: - Row (user): Settings for all active templates for this user. - Column (template): Settings for all active users for this template. - Intersection (user name / template): Settings for this user and this template only. b. Click **Edit** . c. In the **From-To** field, select a new start and end date (deadline) for the workflow, and click **Apply**. d. Under **Parameters**, deselect () **Inherit this parameter** and enter a new parameter or select **Let the user decide**. e. Click **OK** when you are done. Columns/rows/cells with custom settings, are highlighted in blue. f. Click the down-arrow next to a user to view the custom settings. #### Overlapping settings If you enter overlapping settings (one setting for a row/user and another setting for a column/template), the settings will be prioritized in this order: 1. Intersection (user name / template) 2. Row (user) 3. Column (template) 4. Default parameters and **From-To** date for workflow. /onestopreporting/help/workflow/duplicate-workflow page 2025-11-20T09:58:58+01:00 # Duplicate workflow 1. Click an existing workflow. 2. Click the button with three dots **...** 3. Click **Duplicate.** 4. In the **Workflow name** field, enter a name for the new workflow. 5. Click **Duplicate**. /onestopreporting/help/workflow/view page 2026-01-16T14:27:01+01:00 # View published workflow For published workflows, you can view the workflow setup; 1. In the **Workflow** module, in the **Workflows** list, click the workflow. 2. Click the button with three dots **...** 3. Click **View**. > [!IMPORTANT] > This is a read-only functionality and you cannot edit a published workflow. /onestopreporting/help/workflow/status page 2025-11-20T09:58:58+01:00 # Workflow status ## Workflow: Status To check the status of a *published* workflow; 1. Open the **Workflow** module. 2. Click the workflow and click the button with three dots **...** 3. Click **Status** In the table, you get an overview of the budgets in the workflow, assignee, budget parameters\* and the following statuses: - **New:** The user has not started on the budget. - **In progress:** The user has started to work on the budget. - **To review** (only visible if the workflow has an assigned reviewer): The budget is awaiting approval from the reviewer. - **To approve** (only visible if the workflow has an assigned approver): The budget is awaiting approval from the selected approver. - **Completed:** Finished budgets are listed here.  **\* Pre-assignment**: If the workflow administrator has selected the **Let user decide** option for the budget parameters, the budget will have status as  **Pre-assignment** in the **New** column. ### Filter on status, budget template or users You can use the **Filters** pane to filter on **Status**, **Template**, and **User:** 1. If not already open, open the  **Filters** pane. 2. Under **Status**, **Template** and **User**, use the checkboxes as filters. /onestopreporting/help/workflow/edit-budget-template-in-published-workflows page 2026-01-16T14:27:01+01:00 # Edit budget template in published workflows ## Edit budget template that is part of a workflow If the budget template you want to edit is part of a workflow, you will receive the following message: *"This budget template is used in assignments or workflows. If you choose to edit this budget template, these assignments or workflows will be updated. Please be aware that any changes you make may affect the budgeting process.* > [!IMPORTANT] > Make sure you do not change any report parameters, as this will prevent you from publishing your changes."*** To edit the budget template, click **Edit anyway**. - You can edit most aspects of the budget templates, apart from report parameters. If you attempt to edit the report parameters, you will not be able to publish and must undo the edit. To undo the edit; 1. In **Budgeting**, click  in the top right corner to show details of the budget template. 2. Click  **Undo edit**.  After you have edited a budget template that is part of a workflow, the assignees must rerun any templates they have run before. If they have the budget template open, they will receive a message from the system that the template is updated. If they run the template, they will lose any changes they have made since they last saved.