Workflow Action User Manual

1. Overview

The Workflow Action module in ERPNext manages approval workflows, automating document transitions based on predefined rules. It allows users with specific roles to approve, reject, or take necessary actions on documents within the system.

2. Key Features

Automated Workflow Actions: Streamlines document approvals.
Role-Based Access Control: Ensures only authorized users can approve or reject documents.
Email Notifications: Sends workflow action emails to the right users.
Dynamic Linking: Links workflow actions to documents and users.
Permission Control: Assigns workflow actions to permitted roles.

3. Pre-Requisites

Before using the workflow action module, ensure the following: - Workflow Setup in ERPNext (Configured via Workflow settings). - User Roles Assigned (Ensure users have the correct permissions for approvals). - Email Alerts Enabled (To notify approvers of pending actions).

4. Step-by-Step Usage

Step 1: Setting Up a Workflow Action

Navigate to Workflow Action in ERPNext.
Click New to create a new workflow action.
Enter the required details:
- Reference Document Type (e.g., Leave Application, Expense Claim, etc.)
- Reference Name (The specific document ID to be approved)
- Workflow State (Current stage of the document in the workflow)
- Permitted Roles (Roles allowed to take action on the workflow)
Click Save to store the workflow action.

Step 2: Assigning Workflow Actions to Users

Navigate to Workflow Action Permitted Role.
Click New and assign the appropriate Role that should handle the approval.
Save the record.

Step 3: Approving or Rejecting a Workflow Action

Navigate to the document awaiting approval (e.g., Leave Application, Purchase Order, etc.).
Click on Workflow Action.
Select Approve, Reject, or another available action.
Add comments if needed and click Submit.
The system will transition the document to the next workflow state based on the selection.

5. Script Customizations

Automate Email Alerts: Use the send_workflow_action_email() function to trigger email notifications.
Restrict Approvals to Specific Roles: Modify the has_permission() function to enforce role-based restrictions.
Customize Action Buttons: Update frappe.ui.form.on("Workflow Action") in the custom script.

6. Troubleshooting (Common Errors and Resolutions)

Error	Cause	Solution
No workflow action found	Workflow not configured for the document type	Ensure a workflow exists for the selected document type
Approval button not visible	User lacks permission	Assign the correct role under Workflow Action Permitted Role
Email alerts not sent	Email notification not configured	Enable Email Alerts in the Workflow settings

7. User Roles and Permissions

Roles Available:

System Manager: Full control over workflows and permissions.
Workflow Approver: Can approve, reject, and comment on workflow actions.
Read-Only Users: Can view workflow actions but cannot approve/reject.

Permissions Matrix

Action	System Manager	Workflow Approver	Read-Only
Create Workflow Action	✅	❌	❌
Approve/Reject Action	✅	✅	❌
View Workflow Action	✅	✅	✅
Assign Permitted Roles	✅	❌	❌

8. Key Notes

Ensure workflow states are correctly mapped to prevent workflow interruptions.
Workflow approvals must be assigned to permitted roles for security.
Email notifications should be tested to confirm that they reach the right users.
Regularly review workflow actions to ensure proper document processing.

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

Workflow Action Management