The Tools menu is only available for component-based programs and has two options: Design Mode and Workflow.
Design mode lets you modify the screen layout and add user-defined fields to a screen. It also lets you remove fields from the screen, to create new tabs in a tab folder, and to create different views for grids. Design mode is enabled only if you are a member of a role with access to updating the design at a specific level. The levels of access are:
• You can make changes just for yourself that are seen only when you execute the screen.
• You can make changes that can be shared with other users that are members of your default role.
• You can make changes that can be used by all users in the system.
This feature can be used to streamline data entry and reduce training costs by customizing the UI for your particular business needs. However, only knowledgeable designers that understand the function they are modifying should be allowed to make significant screen changes.
For more information on design mode, see User Guide: QAD Financials.
This option is the equivalent of the non-component based Workflow, which is available in the Actions menu for non-component based programs.
Workflow lets you forward final or draft work items to one or more individuals—identified by a role—in the organization for completion or validation. You activate workflow using System and User Settings. Details about enabling workflow are included in User Guide: QAD System Administration.
Workflow can be used for most records created with component-based functions. The ad-hoc workflow sends a link to the current record to another user’s QAD Messaging Inbox and optionally notifies them by e-mail. The recipient can double-click to open the item and complete the assigned task. If the Return to Sender option is included in the workflow, the record is returned to the originator’s Inbox when the recipient saves it.
Note: Return to Sender does not apply when the View activity is selected.
When workflow is initiated, the system routes the record to all users with the specified role. As soon as one user opens the object, it is removed from the Inbox of the remaining users. The system refreshes the Inbox by default every 5 minutes.
Note: If you want to direct workflow to an individual, create a role that includes just that user. The role does not need to have any permissions assigned and can be used just to direct the workflow.
The following are examples of processes for which workflow can be used:
• Approve supplier invoices.
• Release invoices for payment.
• Notify stakeholders of changes to accounts, GL data, and customer or supplier data.
• Escalate overdue customer invoices.
• Approve transient journal entries.
Create supplier invoices based on scanned documents. See Attach
You can optionally use e-mail notification to inform users who do not regularly log in to the QAD application that they have activities to be performed. These users can then access the necessary function to perform the required activity. Any instructions included in the workflow are also included in the e-mail.
Example of Inbox
Workflow items display as a list in the QAD Messaging inbox by component name and activity. The key fields that identify the component are displayed in parentheses. In Inbox
, a single item displays in the Inbox. The customer record ID is included in the parentheses.
To refresh the display, right-click the inbox and choose Refresh.
When you select Workflow from the menu, the work flow for the component displays. You can specify the recipient’s role and link an activity—such as approve, comment, complete. Then add instructions and indicate whether the system should route the record back to you when the recipient’s activity is complete. You can also specify that the recipient be notified by e-mail about required activities.
Workflow Object Create
Select an existing workflow from the drop-down list or enter a code (maximum 140 characters) to define a new workflow name. If you select an existing workflow, click Load to display its details. After configuring a new workflow, click Save to save it for reuse.
The workflow name is optional. You can also create a one-off, ad-hoc workflow, and leave this field blank.
Select the role to receive the work item. The list contains only roles with permission to execute activities related to the type of record you are updating. For example, if you access the workflow from Customer Invoice Create, the list of roles includes only those with permission to activities related to customer invoices.
The linked record is sent to all members of this role.
Select the activity that the recipient of the work item should perform. The list contains all activities that can be performed on the record you are currently updating.
Note: If you select the view activity, you cannot request Return to Sender. The Return to Sender option is initiated when the recipient saves the record; this is not possible in view mode.
Return to Sender
Select this field if you want the work object routed back to yourself when the recipient has completed the assigned activity. When this field is selected, the record is sent back to you when the recipient saves their changes.
Enter any comments or instructions (maximum 200 characters) for the recipient of the record. These can be viewed by the recipient by selecting Workflow from the linked record. Instructions are also included in the e-mail, if that option is enabled.
Select this field if you want the members of the recipient roles to receive an e-mail notification regarding a pending action item. To use this option, each user must have a valid e-mail address defined in User Maintenance (36.3.1) and you must have configured the e-mail server appropriately. Setting up e-mail is described in User Guide: QAD System Administration.
Fields in component-based programs do not permit the use of special characters such as the comma (,) and pipe (|). This limitation is imposed because the comma and pipe are often used as list separators, and may cause the input to be misinterpreted. Fields in non-component (Progress-based) programs do not impose this limitation.
It is recommended as good practice to avoid using special characters in all QAD EE fields. For example, it is recommended not to use asterisks (*) or periods (.) in any codes because these may be interpreted as wild cards and hinder the behavior of browses.