If you would like to implement a workflow for your organization, first select a workflow component (d.3 mailbox or edoc workplace) under Settings > Server settings.
You define the permissions that a group is allowed to carry out as part of the workflow for a company under Settings > Workflow > Permissions. You can also specify a standard recipient for forwarding workflow tasks and recipients as cost center managers.
If necessary, get together with the responsible persons in your organization to coordinate the corresponding permissions for each group.
Basic knowledge about the permissions
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Edit header data: If you activate the permission for the group, the group members can perform all actions for changing in the capture form of an invoice in the Capture menu area. The actions include changing purchase order numbers, packing slips and payment terms, as well as changing account and address data.
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Verify, Approve, Reject, Complete workflow, Cancel: For each group, you can define which actions the members of the group are allowed to perform in their workflow step.
If you activate the Cancel function, your users can remove an invoice from a workflow using the Cancel function in the ribbon of the capture form. The invoice is still available as a document in the database, but users cannot see or access the invoice.
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Change company: If you activate this permission for the group, the group members can change the company during the workflow.
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Account assignment templates: If you activate this permisssion for the group, the group members can display and use the account assignment templates.
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Show "Change address data" and "Change account data" in the ribbon: If you activate this permission for the group, the Change account data and Change address data functions are displayed in the ribbon. The Edit header data permission must also be activated for the group so that the group members can change the account data and address data using the ribbon functions.
You can activate and deactivate the permissions for each group with one click.
Basic knowledge about the standard recipients
You can only select standard recipients as addressees who are members of the respective group responsible for the workflow step. The names of the persons come from Keycloak or from the d.3 repository (archive, document management).
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Standard recipient - Forward: Select the name of the person from the list, e.g. as a delegate or as a contact for questions.
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Standard recipient - cost center manager: Select the name of the person from the list who is the accountable person for a cost center for the group.
Once you have defined the permissions and standard recipients, click on Save in the ribbon.