A Business Unit Manager can perform the following functions in relation to making Administrator changes to the Workflow section of Templates. This article will focus on the Workflow tab of existing Registers and Forms.

A Business Unit Manager can make changes to workflow rules by selecting the 'Edit' button on the right-hand side, on the workflow tab. 

Note: Editing workflow is always done through the Edit button.

Workflow rules 'Stage Approvers, Based on Field' etc.) cannot be edited if there are open forms in a stage. These forms need to move through the workflow before workflow rules can be edited - see number 2) below.

Functions available to a Business Unit Manager:

1) Ability to Update or Replace approvers.

Select the three dots on the right of the approvers table and select Replace or Update Approvers.

• Replace Approvers: Enter in the approver who needs to be changed in the 'approver' box and enter in the person who will replace the approver in the 'Replace with' box (they can only be a Full User) and select 'Confirm'.
• Remove Approvers: Remove the approver in the Update approvers pop-up window, by selecting the x next to their name and selecting 'Confirm'. 
  
  Note: If adding a person to the workflow, you will need to ensure they have access rights to the Register/Form. This is done from the top right cog wheel and User section.
  If you do not have the required role available to you, contact the Service Desk.
  If the person is in the first stage of workflow, as person responsible they will automatically be able to see forms assigned to them. They may also need access rights to see everything in the Register.
  
  

2) Change the workflow rule

To change the workflow rule there should be no pending forms to approve. You will receive a message like the below if you do have pending approvals. Select the blue highlighted text and it will take you straight to the form/s pending approval.

• Select the Edit button on the right
  
• Select the drop-down under 'Approval required to move to the next stage' and edit from the list of options. The workflow rules available are: No approval required, Stage Approvers, Based on Business Units, Based on $ Bracket, Based on Field.

3) You can also edit: Stage Name, Description and the Approval Notifications

Note: We advise against selecting the 'Person Responsible Mandatory Approval' option. Your form will follow the workflow rules set out without this option requiring selection. This option is designed to be used for items created directly in the Register, not for Forms. 

For more information on how to use 'Automatically submit for approval when registers & forms enters this stage' and the approval notifications, see the linked articles.

Please Note: When it comes to approvers and users set up in custom notifications, the Business Unit Manager can remove any user already set up, but can only add back in users from within the Business Unit(s) they manage.