Common Budget Work Flows

This walk through will teach you the basic configuration of budget work flows in Lucernex. Your Professional Services representative will help you with the initial setup of these records.

Before creating these work flows, you must create the forms which are used in the work flows.

To navigate to the Manage Work Flows page:

Click Admin in the toolbar in the upper-right corner of the window.

The System Administrator Dashboard page opens.
Click Manage Work Flows link in the Company Administration column.

The Manage Work Flows page opens.
Follow a procedure below.

Change Order Work Flow

This section describes a typical Change Order work flow.

Create the Change Order Work Flow

To create the change order work flow:

Click Add Work Flow.

The Add Work Flow window opens.
Enter a name for your change order work flow in the Work Flow name field.
Enter a description of the work flow in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the options you want:
- Notify the initiator when work flow is complete: Send email notification to work flow initiator when work flow is complete.
- Notify all prior assignees when work flow is complete: Send email notification to prior work flow assignees when work flow is complete.
- Notify all prior approvers when work flow is complete: Send email notification to prior work flow approvers when work flow is complete.
Select Normal from the Default Work Flow Priority field.
Select the Completion of a form option.

The Completion of a form activates.
Select your Submit Change Order form from the Completion of a form field.
Select the portfolios / capital programs you want this work flow to be available for from the Process is available for the following Portfolios / Capital Programs field.

All Portfolios / Capital Programs is selected by default. You can select multiple options.
Click Add.

The Add Work Flow window closes. The work flow appears in the Work Flows table.

Create Work Flow Steps

This section describes the work flow steps you will need to create for your Change Order work flow.

Review Change Order

To create the Review Change Order work flow step:

Click Add Form Step link in the Actions column of your work flow.

A window opens.
Enter Review Change Order in the Step Name field.
Enter 01 in the Step Number field.
Select the priority of the step from the Priority field.
Select the Requires Approvers check box.

Approver fields appear.
Select the by Job Title option.

The field to the right of the options populates with job titles.
Select the approver job title from the field to the right of the options in step 7.

Press and hold CTRL on your keyboard to select multiple values.
Click > > to move your selections from the available field to the selected field.

If you make an error, select the items you want to remove and click < < to return them to the available field.
Select the Review Change Order form layout from the Layout for Approvers field.
Select or clear the following check boxes:
- Send email notification to approver on step start
- Send dashboard alert to approver on step start
Enter how long an approver has to complete a step in the Duration Approvers (days) field.
Enter how many days there will be before an approver receives a notification that this step has not been completed in the Notify if duration exceeds (days) field.
Enter how many days there will be before a manager is notified that this step has not been completed in the Escalate if duration exceeds (days) field.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Approve in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the Set current step status to Complete option.
Enter 03 in the Move to step number field.

This action will initiate the update budget step.

Only one of the assigned approvers will need to complete the work flow step in order for the work flow to progress.
Click Add.

The action appears in the Actions table.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Request Revisions in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the Restart Step option.
Enter 02 in the Move to step number field.

This action will initiate the revise change order step.

Only one of the assigned approvers will need to complete the work flow step in order for the work flow to progress.
Click Add.

The action appears in the Actions table.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Reject in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the Set current step status to Denied option.
Select the Notify the initiator of the step action check box.
Select the Close the work flow with this action check box.
Click Add.

The action appears in the Actions table.
Click Update.

The window closes. The form step appears in your work flow.

Revise Change Order

To create the Revise Change Order work flow step:

Click Add Form Step link in the Actions column of your work flow.

A window opens.
Enter Revise Change Order in the Step Name field.
Enter 02 in the Step Number field.
Select the priority of the step from the Priority field.
Select the Requires Approvers check box.

Approver fields appear.
Select the by Job Title option.

The field to the right of the options populates with job titles.
Select the approver job title from the field to the right of the options in step 7.

Press and hold CTRL on your keyboard to select multiple values.
Click > > to move your selections from the available field to the selected field.

If you make an error, select the items you want to remove and click < < to return them to the available field.
Select the Submit Change Order form layout from the Layout for Approvers field.
Select or clear the following check boxes:
- Send email notification to approver on step start
- Send dashboard alert to approver on step start
Enter how long an approver has to complete a step in the Duration Approvers (days) field.
Enter how many days there will be before an approver receives a notification that this step has not been completed in the Notify if duration exceeds (days) field.
Enter how many days there will be before a manager is notified that this step has not been completed in the Escalate if duration exceeds (days) field.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Submit Revisions in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the Set current step status to Complete option.
Enter 01 in the Move to step number field.

This action will initiate the review change order step.

Only one of the assigned approvers will need to complete the work flow step in order for the work flow to progress.
Click Add.

The action appears in the Actions table.
Click Update.

The window closes. The form step appears in your work flow.

Update Budget

To create the Update Budget work flow step:

Click Add Form Step link in the Actions column of your work flow.

A window opens.
Enter Update Budget in the Step Name field.
Enter 03 in the Step Number field.
Select the priority of the step from the Priority field.
Select the Requires Approvers check box.

Approver fields appear.
Select the by Job Title option.

The field to the right of the options populates with job titles.
Select the approver job title from the field to the right of the options in step 7.

Press and hold CTRL on your keyboard to select multiple values.
Click > > to move your selections from the available field to the selected field.

If you make an error, select the items you want to remove and click < < to return them to the available field.
Select the Update Budget - Change Order form layout from the Layout for Approvers field.
Select the following check boxes:
- Send email notification to approver on step start
- Send dashboard alert to approver on step start
Enter how long an approver has to complete a step in the Duration Approvers (days) field.
Enter how many days there will be before an approver receives a notification that this step has not been completed in the Notify if duration exceeds (days) field.
Enter how many days there will be before a manager is notified that this step has not been completed in the Escalate if duration exceeds (days) field.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Update Budget in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Enter the below JavaScript in the Is Enabled - JavaScript field.

This JavaScript verifies that the values in the Change Order Total column and the budget-impacting column are equal. If they are not equal, the work flow will not allow the action to be completed.
Copy
```
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var ActionEnabled = false;
var itemTotal = '${Issue.ChangeOrderTotal}';
var budgetTotal = '${Issue.ChangeOrderBudgetTotal}';
if (itemTotal - budgetTotal === 0.00)
{ActionEnabled = true;
}
```
Select the Set current step status to Complete option.
Select the Notify the initiator of the step action check box.
Select the Close the work flow with this action check box.
Click Add.

The action appears in the Actions table.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Invalid Budget Amount in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Enter the below JavaScript in the Is Enabled - JavaScript field.

This JavaScript verifies that the values in the Change Order Total column and the budget-impacting column are equal. If they are not equal, the work flow will not allow the action to be completed.
Copy
```
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var ActionEnabled = false;
var itemTotal = '${Issue.ChangeOrderTotal}';
var budgetTotal = '${Issue.ChangeOrderBudgetTotal}';
if (itemTotal - budgetTotal != 0.00)
{ActionEnabled = true;
}
```
Select the Restart Step option.
Click Add.

The action appears in the Actions table.
Click Update.

The window closes. The form step appears in your work flow.

Payment Application Work Flow

This section describes a typical Payment Application work flow.

Create the Payment Application Work Flow

To create the payment application work flow:

Click Add Work Flow.

The Add Work Flow window opens.
Enter a name for your payment application work flow in the Work Flow name field.
Enter a description of the work flow in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the options you want:
- Notify the initiator when work flow is complete: Send email notification to work flow initiator when work flow is complete.
- Notify all prior assignees when work flow is complete: Send email notification to prior work flow assignees when work flow is complete.
- Notify all prior approvers when work flow is complete: Send email notification to prior work flow approvers when work flow is complete.
Select Normal from the Default Work Flow Priority field.
Select the Completion of a form option.

The Completion of a form activates.
Select your Submit Payment Application form from the Completion of a form field.
Select the portfolios / capital programs you want this work flow to be available for from the Process is available for the following Portfolios / Capital Programs field.

All Portfolios / Capital Programs is selected by default. You can select multiple options.
Click Add.

The Add Work Flow window closes. The work flow appears in the Work Flows table.

Create Work Flow Steps

This section describes the work flow steps you will need to create for your Payment Application work flow.

Review Payment Application

To create the Review Payment Application work flow step:

Click Add Form Step link in the Actions column of your work flow.

A window opens.
Enter Review Payment Application in the Step Name field.
Enter 01 in the Step Number field.
Select the priority of the step from the Priority field.
Select the Requires Approvers check box.

Approver fields appear.
Select the by Job Title option.

The field to the right of the options populates with job titles.
Select the approver job title from the field to the right of the options in step 7.

Press and hold CTRL on your keyboard to select multiple values.
Click > > to move your selections from the available field to the selected field.

If you make an error, select the items you want to remove and click < < to return them to the available field.
Select the Review Payment Application form layout from the Layout for Approvers field.
Select or clear the following check boxes:
- Send email notification to approver on step start
- Send dashboard alert to approver on step start
Enter how long an approver has to complete a step in the Duration Approvers (days) field.
Enter how many days there will be before an approver receives a notification that this step has not been completed in the Notify if duration exceeds (days) field.
Enter how many days there will be before a manager is notified that this step has not been completed in the Escalate if duration exceeds (days) field.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Approve in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the Set current step status to Complete option.
Enter 03 in the Move to step number field.

This action will initiate the approve payment application step.

Only one of the assigned approvers will need to complete the work flow step in order for the work flow to progress.
Click Add.

The action appears in the Actions table.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Request Revisions in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the Restart Step option.
Enter 02 in the Move to step number field.

This action will initiate the revise payment application step.

Only one of the assigned approvers will need to complete the work flow step in order for the work flow to progress.
Click Add.

The action appears in the Actions table.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Reject in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the Set current step status to Denied option.
Select the Notify the initiator of the step action check box.
Select the Close the work flow with this action check box.
Click Add.

The action appears in the Actions table.
Click Update.

The window closes. The form step appears in your work flow.

Revise Payment Application

To create the Revise Payment Application work flow step:

Click Add Form Step link in the Actions column of your work flow.

A window opens.
Enter Revise Payment Application in the Step Name field.
Enter 02 in the Step Number field.
Select the priority of the step from the Priority field.
Select the Requires Approvers check box.

Approver fields appear.
Select the by Job Title option.

The field to the right of the options populates with job titles.
Select the approver job title from the field to the right of the options in step 7.

Press and hold CTRL on your keyboard to select multiple values.
Click > > to move your selections from the available field to the selected field.

If you make an error, select the items you want to remove and click < < to return them to the available field.
Select the Submit Payment Application form layout from the Layout for Approvers field.
Select or clear the following check boxes:
- Send email notification to approver on step start
- Send dashboard alert to approver on step start
Enter how long an approver has to complete a step in the Duration Approvers (days) field.
Enter how many days there will be before an approver receives a notification that this step has not been completed in the Notify if duration exceeds (days) field.
Enter how many days there will be before a manager is notified that this step has not been completed in the Escalate if duration exceeds (days) field.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Submit Revisions in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the Set current step status to Complete option.
Enter 01 in the Move to step number field.

This action will initiate the review payment application step.

Only one of the assigned approvers will need to complete the work flow step in order for the work flow to progress.
Click Add.

The action appears in the Actions table.
Click Update.

The window closes. The form step appears in your work flow.

Approve Payment Application

To create the Approve Payment Application work flow step:

Click Add Form Step link in the Actions column of your work flow.

A window opens.
Enter Approve Payment Application in the Step Name field.
Enter 03 in the Step Number field.
Select the priority of the step from the Priority field.
Select the Requires Approvers check box.

Approver fields appear.
Select the by Job Title option.

The field to the right of the options populates with job titles.
Select the approver job title from the field to the right of the options in step 7.

Press and hold CTRL on your keyboard to select multiple values.
Click > > to move your selections from the available field to the selected field.

If you make an error, select the items you want to remove and click < < to return them to the available field.
Select the Approve Payment Application form layout from the Layout for Approvers field.
Select or clear the following check boxes:
- Send email notification to approver on step start
- Send dashboard alert to approver on step start
Enter how long an approver has to complete a step in the Duration Approvers (days) field.
Enter how many days there will be before an approver receives a notification that this step has not been completed in the Notify if duration exceeds (days) field.
Enter how many days there will be before a manager is notified that this step has not been completed in the Escalate if duration exceeds (days) field.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Approve in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the Set current step status to Complete option.
Enter 04 in the Move to step number field.

This action will initiate the update budget step.

Only one of the assigned approvers will need to complete the work flow step in order for the work flow to progress.
Click Add.

The action appears in the Actions table.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Request Revisions in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Select the Restart Step option.
Enter 02 in the Move to step number field.

This action will initiate the revise payment application step.

Only one of the assigned approvers will need to complete the work flow step in order for the work flow to progress.
Click Add.

The action appears in the Actions table.
Click Update.

The window closes. The form step appears in your work flow.

Update Budget

To create the Update Budget work flow step:

Click Add Form Step link in the Actions column of your work flow.

A window opens.
Enter Update Budget in the Step Name field.
Enter 04 in the Step Number field.
Select the priority of the step from the Priority field.
Select the Requires Approvers check box.

Approver fields appear.
Select the by Job Title option.

The field to the right of the options populates with job titles.
Select the approver job title from the field to the right of the options in step 7.

Press and hold CTRL on your keyboard to select multiple values.
Click > > to move your selections from the available field to the selected field.

If you make an error, select the items you want to remove and click < < to return them to the available field.
Select the Update Budget - Payment Application form layout from the Layout for Approvers field.
Select or clear the following check boxes:
- Send email notification to approver on step start
- Send dashboard alert to approver on step start
Enter how long an approver has to complete a step in the Duration Approvers (days) field.
Enter how many days there will be before an approver receives a notification that this step has not been completed in the Notify if duration exceeds (days) field.
Enter how many days there will be before a manager is notified that this step has not been completed in the Escalate if duration exceeds (days) field.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Update Budget in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Enter the below JavaScript in the Is Enabled - JavaScript field.

This JavaScript verifies that the values in the Payment Application Amount column and the budget-impacting column are equal. If they are not equal, the work flow will not allow the action to be completed.
Copy
```
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var ActionEnabled = false;
var itemTotal = '${Issue.GCPACL_CurrentPayApplicationAmount}';
var budgetTotal = '${Issue.GCPACL_PayApplicationBudgetTotal}';
if (itemTotal - budgetTotal === 0.00)
{ActionEnabled = true;
}
```
Select the Set current step status to Complete option.
Select the Close the work flow with this action check box.
Click Add.

The action appears in the Actions table.
Click Add Action link in the Action table.

The Manage Work Flow Step Action window opens.
Enter Invalid Budget Amount in the Action Name field.
Enter a description of the action in the Description field.

We recommend that you add descriptions to every template, layout, or field you create in Lucernex, so that subsequent administrators will understand the purpose and context of the items you create.
Enter the below JavaScript in the Is Enabled - JavaScript field.

This JavaScript verifies that the values in the Payment Application Amount column and the budget-impacting column are equal. If they are not equal, the work flow will not allow the action to be completed.
Copy
```
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var ActionEnabled = false;
var itemTotal = '${Issue.GCPACL_CurrentPayApplicationAmount}';
var budgetTotal = '${Issue.GCPACL_PayApplicationBudgetTotal}';
if (itemTotal - budgetTotal != 0.00)
{ActionEnabled = true;
}
```
Select the Restart Step option.
Click Add.

The action appears in the Actions table.
Click Update.

The window closes. The form step appears in your work flow.

Common Budget Work Flows

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