Workflow Document State User Manual

1. Overview

The Workflow Document State module in ERPNext defines the allowed states of a document within a workflow and assigns roles responsible for transitioning between these states. It ensures structured document processing and role-based control.

2. Key Features

• State Management: Controls the document's progression through different workflow stages.
• Document Status Control: Defines whether a document is in draft, submitted, or canceled.
• Role-Based Editing: Limits editing rights to specific roles at each state.
• Customizable Status Overrides: Optionally prevents workflow states from modifying the document’s primary status.
• Email Notifications: Allows setting email templates for notifications at specific workflow stages.

3. Pre-Requisites

Before using the Workflow Document State module, ensure: - A Workflow is Defined in ERPNext. - Roles are Assigned to manage document transitions. - Workflow Actions are Configured to support approvals or rejections.

4. Step-by-Step Usage

Step 1: Creating a Workflow Document State

1. Navigate to Workflow Document State in ERPNext.
2. Click New to create a new workflow state.
3. Fill in the following details:
   • State: Name of the workflow state (e.g., Pending Approval, Approved, Rejected).
   • Doc Status: Choose from Draft (0), Submitted (1), or Canceled (2).
   • Update Field & Update Value: Define if any field in the document should be updated when reaching this state.
   • Only Allow Edit For: Assign a specific role allowed to edit the document in this state.
   • Next Action Email Template: Select an email template to be sent when transitioning to this state.
   • Is Optional State: Enable if this state does not require a workflow action.
4. Click Save to store the state configuration.

Step 2: Assigning States to a Workflow

1. Navigate to Workflow in ERPNext.
2. Open an existing workflow or create a new one.
3. In the Workflow States section, add the newly created Workflow Document States.
4. Define the allowed transitions between states and assign roles responsible for each transition.
5. Click Save to finalize the workflow configuration.

Step 3: Applying Workflow Document States

1. Navigate to a document using a workflow (e.g., Purchase Order, Leave Application).
2. The document will display its Current Workflow State.
3. Based on assigned roles, users can transition the document to the next state.
4. If email notifications are configured, users will receive alerts about state changes.

5. Script Customizations

• Customize Role Permissions: Modify allow_edit settings to restrict document editing per role.
• Trigger Automated Actions: Use the update_field and update_value options to automate document changes when transitioning states.
• Override Status Updates: Enable avoid_status_override to prevent workflow status from overriding the document’s primary status.

6. Troubleshooting (Common Errors and Resolutions)

7. User Roles and Permissions

Roles Available:

• System Manager: Full control over workflow states and configurations.
• Workflow Approver: Can transition documents between states.
• Read-Only Users: Can view workflow states but cannot modify them.

Permissions Matrix

8. Key Notes

• Ensure workflow document states are correctly mapped to avoid workflow disruptions.
• Assign editing permissions carefully to maintain document integrity.
• Email notifications should be tested to confirm that they are sent to the right users.
• Regularly review workflow states to ensure seamless document processing.

This manual provides a complete guide to managing Workflow Document States in ERPNext. For further assistance, contact the System Administrator or refer to Frappe Documentation.