Post Changes in Lot-/Serial No. Administration

A workflow can be enabled to generate an approval requirement to post changes in the Lot-/Serial No. Administration page. In the workflow, you can set conditions to specify which field values need to be tracked or require any change to be tracked. For example, you can set a condition to require approval to change to a released status.

If the Lot/Serial No. Information Posting Approval Workflow is enabled, you cannot post changes in the lines if there are approval requirements. Therefore, an error opens if you try to post using the Post action on the Home menu. You must first request the approval by choosing the Send Approval Request action on the Request Approval menu.

Examples of conditions

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 changes made in the Lot-/Serial No. Administration page no filters set n/a
Track only when status is changed to released New Status (Lot/SN) RELEASED
Track whenever a new lot number is entered New Lot No. <>''
Tip

Consider posting requirements when setting conditions. For example, you cannot post multiple changes for a line if a new lot number also needs to be entered. Therefore, you can have a single workflow with conditions for tracking, e.g., a new status, lot number, and warranty date, but users will need to request a separate approval for entering a new lot number while only needing one approval for the status and warranty date change.

Create Lot/Serial No. Administration Workflows

The general process for creating an approval workflow for changes in the Lot-/Serial No. Administration page is:

  1. Create the Lot/Serial No. Information Posting Approval Workflow 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).
    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 Lot-/Serial No. Administration page.
  7. Set any filters and then choose the Get Records action on the Home menu.
  8. Make changes to a line that requires approval.
  9. On the Request Approval menu, choose the Send Approval Request action.
  10. If notifications are set up, the approval user(s) receives notification of the approval request.
  11. The Open Approval Entries checkbox is selected on the line.
  12. The approval user opens the Requests to Approve page (using Tell Me) and approves the request, with or without password depending on authentication requirements.
  13. The Lot-/Serial No. Administration line is updated with the changes and the Open Approval Entries checkbox is cleared on the line.

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 Lot-/Serial No. Administration 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 – Change lot/serial number information using an approval workflow

In the following video, a workflow has been created from the Quality Assurance Lot/Serial No. Information Posting Approval Workflow workflow template. Filters for lot- or serial number status change to RELEASED is assigned as a condition, a workflow user group for quality assurance has been assigned, and the workflow requires additional authentication from any of the users to post the changes.

The Lot-/Serial No. Administration page is opened so that a portion of a lot can be released. In the line, the quantity is updated to the number to be released and then RELEASED is entered in the New Status (Lot/SN) field. The user chooses the Send Approval Request action and a message opens stating that the approval request has been sent.

The Approval Entries FactBox for the changed line shows that an approval request is waiting. Additionally, the Open Approval Entries checkbox is selected on the changed line.

The approval user opens the Requests to Approve page and then opens the Lot-/Serial No. Administration page directly to view the change. The approval user then approves the request by choosing the Approve action on the Approve menu and enters their password because the additional authentication was enabled for the workflow.

The approval entries show that the request has been approved, the line in the Lot-/Serial No. Administration page shows quantity the change, and the Open Approval Entries checkbox is cleared. The Lot Filter field is cleared to see the new released lot with the remaining quantity.

Feedback

Submit feedback for this page .