Integration of COSMO Regulatory Affairs

COSMO Regulatory Affairs includes several workflows that you create from templates. After creating the workflows, you can add approval users and determine if additional authentication is required. Additionally, you can set conditions in the workflows to prevent over-regulated processes.

With the integration to COSMO Project Manufacturing, the Job Line Procurement Release Approval Workflow template used with COSMO Regulatory Affairs is located within the Project Planning group in the Workflow Templates page.

For detailed setup, configuration, and usage information about COSMO Regulatory Affairs, see the COSMO Regulatory Affairs Help.

Release Job Procurement Lines

The Job Line Procurement Release Approval Workflow can be enabled to generate an approval requirement to release job procurement lines in the following pages:

  • Job Processing Procurement
  • Job Procurement Planning
  • Job Order (Lines FastTab)

In the workflow, you can set conditions to specify when a release must be tracked. Examples of condition settings that will include or exclude the tracked information in the workflow are described in the following table.

To Filter Name Entry
Track all released lines in the job procurement pages no filters set n/a
Track only lines with Planning status when released Procurement Status Planning
Track only lines that will automatically create a purchase order Procurement Channel Purchase Order

Release Job Procurement Lines

If you do not need an approval for every type of job procurement line, you can set conditions in the workflows to specify what needs to be tracked. If you do not specify these conditions, then approvals will be sent whenever a line is released. Step 2 provides information about adding conditions to the workflow.

The general process for creating an approval workflow for releasing a job procurement line is:

  1. Create the Job Line Procurement Release Approval workflow from the template.
  2. Choose specific information to require approval requests.
    1. On the first line of the workflow, choose (View filter details) in the On Condition field.
    2. In the Event Conditions page, enter the information to be tracked (see examples of conditions above).
    3. Choose the OK button.
  3. Assign the approval user or group of users.
  4. Set the additional authentication if required.
  5. Enable the workflow.
  6. Open the Job Processing Procurement, Job Procurement Planning, or Job Order page.
  7. Select the line to release and then choose the Release action on the Home menu.
    A message opens stating that an approval request was sent.
  8. If notifications are set up, the approval user(s) receives notification of the approval request.
  9. The approval user opens the Requests to Approve page (using Tell Me) and approves the request, with or without password depending on authentication requirements.
  10. The Job Processing Procurement line is released.

Cancel approval requests

A user can cancel an approval request by choosing the Cancel Approval Request action on the Request Approval menu.

Manage approval requests

A designated user can approve, reject, or delegate an approval request by choosing the action from the Approve menu. They can also add any necessary comments for the response to the request.

Designated users can also choose the Lightbulb that opens the Tell Me feature icon, enter Requests to Approve, and then choose the related link. In the Requests to Approve page, they will see their pending approval requests and can manage each request individually. They can choose Home > Open Record to view the entry requesting the change and could then complete the approval directly in the Job Processing Procurement page.

View approval entries

The Approval Entries FactBox shows the status of an approval request as well as the number of unfinished approvals, the date and time the approval request was sent, and the details of the approval request for the selected line.

To see complete information about the approvals, choose the Approval Entries action on the Request Approval menu.

Example - Release job procurement lines using approval workflow

Note

The three listed job procurement pages are included in this example to show how the releases are handled in each page during the approval process. This is not meant to show any particular sequence of steps or best practices.

In the following video, a workflow has been created from the Job Line Procurement Release Approval Workflow workflow template. A filter for tracking only procurement lines that create purchase orders has been assigned as a condition, a workflow user group for project has been assigned, and the workflow requires additional authentication from any of the users to release a procurement line.

Multiple job procurement lines are ready for release:

  • with various procurement channels
  • in a Job Order created when planning the procurement, based on the setting in the Procurement by Job Order field in the Job Processing Procurement page

To begin, the Job Processing Procurement page is opened and a line that will create a purchase order is released. A message opens stating that an approval request was sent and the Procurement Status changes to Pending Approval. The Approval Entries FactBox shows that an approval request is waiting.

Next, the lines added to the Job Order are opened from the Job Planning and Processing page by choosing the value in the Job Order field. In the Job Order page, both lines are released using the Release All action. A message opens stating that an approval request was sent and the Procurement Status changes to Pending Approval.

Then the Job Procurement Planning page is opened, which shows all available procurement lines based on filters; in this case filtered on lines with Procurement Status = Planning. A line that does not meet the condition of creating a purchase order is released; no approval request is created. Then a line that does create a purchase order is released and a message opens stating that an approval request was sent. The line is removed due to the filtered view. The Procurement Status is changed to Pending Approval and all procurement lines that have been released for this job are shown. The Approval Entries FactBox shows that an approval request is waiting for each.

The approval user opens the Requests to Approve page and then approves the request by choosing the Approve action on the Home menu. They enter their password because the additional authentication was enabled for the workflow and then create the procurement document. They repeat this process for the remaining lines, sometimes without entering their password because the approvals are within the Authentication Timeout setting defined in the Regulatory Affairs Setup page.

In the Job Procurement Planning page, the Procurement Status is changed to Release to see the released procurement lines. The approval entries show that the requests were approved.

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