Editing the actions for an approval matrix

The Actions area of an approval matrix is composed of the Distribution column.

Specify a distribution for each row in the matrix:

  1. For each row, hover over the Distribution column and click the distribution icon to open the Distribution overlay.
  2. In the overlay, select the distribution type and select one distribution element: user name, group name, or parameter name.
  3. To close the distribution overlay, click the cell or click outside the overlay.
    Two main distribution types exist:
    • USER: For this distribution type, the approval task for that row of conditions is sent to one user. A user identification is based on the IFS Person ID property.
    • GROUP: For this distribution type, the approval task is sent to a group of users. All users see the task, but only one user must complete it. The identification of a group is based on the name of a Distribution Group from IFS
    This table shows the distribution options that you can use to specify a distribution to one user:
    Type Identification Description
    User IFS Person ID Select one user from the list of IFS users available. This user receives the task if the row of conditions evaluates to True.
    User from parameter Parameter name that contains the IFS Person ID Select one of the matrix input parameters of type STRING or USER. This parameter must contain a valid IFS Person ID value when the matrix is called. If the parameter value is not a valid user identification, the approval task is generated, but it is not distributed to anybody. An administrator must re-distribute the task from ION Desk Monitors & Workflows > Activities > Task Details.

    These additional options are available in the distribution configuration:

    • Distribute to the manager of the selected user

      If this check box is selected, the approval task is sent to the manager of the specified user. The manager is defined in IFS User Management from Infor Ming.le. If a manager is not defined, the approval task is generated, but not distributed to anybody. An administrator must re-distribute the task from ION Desk Monitors & Workflows > Activities > Task Details.

    • Send email to the selected user

      If this check box is selected, the user receives an email about the approval task. If the Distribute to the manager of the selected user is selected, then only the manager receives the email. Emails are sent if the Activities engine email settings are configured and enabled.

    This table shows the distribution options that you can use to specify a distribution to a group of users:
    Type Identification Description
    Group Distribution Group Name Select one group from the list available in IFS. The users in this group receive one common task if the row of conditions evaluate to True.
    Group from parameter Parameter name that contains the Distribution Group Name Select one of the matrix input parameters of type STRING or GROUP. When the matrix is executed, this parameter must contain a valid Distribution Group Name or a list of IFS Person IDs with this syntax:

    USERS(personID1;personID2;...)

    If the parameter value is not a valid group identification or a valid list of users, the approval task is generated but not distributed. An administrator must re-distribute the task from ION Desk Monitors & Workflows > Activities > Task Details.

    These additional options are available in the distribution configuration:

    • Distribute to the manager(s) of the users in the selected group

      If this check box is selected, the approval task is sent to the combined list of managers of each of the users in the group. The manager is defined in IFS User Management from Infor Ming.le. If no manager is found the approval task is generated, but not distributed to anybody. An administrator must re-distribute the task from ION Desk Monitors & Workflows > Activities > Task Details.

    • Send email to the selected group

      If this check box is selected, an email is sent to all users in the group about the approval task. If the Distribute to the manager(s) of the users in the selected group is selected, then only the managers receive the email. Emails are sent if the Activities engine email settings are configured and enabled.

    Note: At execution time, the rows are evaluated from top to bottom. An approval chain is constructed for all the rows for which the conditions evaluate to true, keeping the order from top to bottom.