Workflow is a built-in feature in Workday Adaptive Planning that provides an approval process for both user-assigned and level-assigned sheets. It makes the process of approving and rejecting levels and sheets within many planning versions and actuals more efficient.
You can access the Level Workflow status by selecting the three-line global navigation bar (hamburger) → Sheets → Overview
The Workflow status is at the intersection of version and level. Submitting a level locks all of the sheets tied to the level and version intersection. Recalling a level unlocks the version intersection. Approving a rollup level locks and approves all of its child levels.
Users who have access to the approved levels have permission to approve or reject levels and restrict access by level.
To give an approve levels permission, go to Administration → Permission sets.
When you submit for a parent level, all of the child levels will be set to approved and will be on a locked status. To unlock the children, you have to reject them at the parent level.
On top of that, when a user without rollup level access submits a level, the level is locked to that user. When a user with rollup level access submits a level, the level is locked to that specific user.
Here’s what a rejected Workflow looks like:
Note: this is the point of view from a user with the approval permission set
The Power of Process Tracker in Adaptive Planning
Process Tracker is another feature in Adaptive that works alongside Workflow. Processes represent a business process or tasks that have specific target dates where you’re able to track their progress. This is important because it gives you a folder where you can track how many tasks you have assigned and how far along you are for your tasks in relation to the target date. A process can be made up of one or more tasks and can be assigned to different levels, users or user-assigned sheets.
You can view all of the Processes by going to the three-line global navigation bar (hamburger) → Processes → Overview. In Process Tracker, you’re able to create a task for email notifications for either a single task or a bundle of tasks. There are three different statuses for the tasks. These are Tasks Running Late, Tasks in Process, and Tasks Completed.
To set up a Process Tracker, you must define a process and define tasks. Depending on what your due date for the task is and the assignment, you’ll have one of the three different task statuses. Once the Process Tracker is set up, users with access to the Tracker can perform the task and add notes or attachments via the Processes menu and the specific process name.
What the Process Tracker Overview looks like:
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