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Sage 300 TeamWork

TeamWork FAQ

Can I send emails as well as A/C Chat messages with TeamWork?

Per workflow rule, you can choose to send email messages and A/C Chat messages when the workflow starts and progresses.

Send A/C Chat message: if using TeamWork, select Yes and a A/C Chat template to enable notifications in A/C Chat

Note:

  • The EvaluateConditions workflow action sets a workflow value SENDACCHAT that you can use in the workflow templates when creating your own templates.
  • Send A/C Chat message is only displayed if A/C Chat is activated in the database.
  • You can only send A/C Chat messages if the workflow rule applies to a Sage 300 record with a link type in A/C Chat. See list of available templates: What is included?

Send Email Messages:Select Yes to enable email messages in the standard workflow templates.

Note: The EvaluateConditions workflow action sets a workflow value SENDEMAIL that you can use in the workflow templates when creating your own templates.

Can I convert a requisition to a Purchase Order automatically as part of the approval?

If AutoPost = Yes on the Workflow Rules > Options, the requisition is converted to a Purchase Order automatically.

Tip:

  • Only use this option if you select a vendor when you create a purchase requisition.
  • If you create the requisition in the A/C Chat App and don't select a vendor, do not select AutoPost on the Workflow Rules > Options.

How can I substitute users to approve in TeamWork?

Substitution and escalation

In this release, there are no out of the box functionality for automatic substitution or escalations of workflow.

You can reassign workflow to other users if you have rights to Modify all workflow" in Sage security in Admin services.

You can also assign workflow to groups and any users in the group can approve, depending on availability, thus reducing potential delays in approving.

Can I add supporting documents to Purchase Requisitions?

If using TeamWork, users can chat about the record, add supporting documents such as quotes in the chat. Such documents can be opened in the Notes Panel on the Sage 300 Purchase Requisitions screen.

What are the Sage security requirements to use Extender Workflow and TeamWork?

Users who approve need to have Read/Write access in Sage 300 security > Administrative Services to the record type they approve.

There is no special Sage 300 Security requirements.

A Workflow User license is required for each user who needs to access Extender Workflow functionality to approve and progress workflow.

Sage 300 security requirements

Users who approve need to have Read/Write access in Sage 300 security > Administrative Services to the record type they approve.

Can I use TeamWork on iOS devices?

TeamWork is available for Android, iOS and Windows devices. Refer to A/C Chat documentation for details.

Does TeamWork work on the Sage 300 web screens?

The workflow starts when you add or update records in Sage 300.

Note: The workflow starts when using the Sage 300 desktop screens, the web screens, or other processes that use the Sage 300 SDK and views to insert or update records.

What details can I view in the TeamWork app about the records I need to approve?

Viewing additional information in the chat

In the chat, users can run Custom Inquiries (if configured for the chat type). Refer to A/C Chat documentation for details.

For most transactions, chat users can view details by selecting the ? icon in the chat.

For example, users can see the details (Item, Quantity, cost) of a Purchase Order or a Sales Order.

Users can also print a summary of the document, for example an Order Confirmation, a Delivery note for a shipment or a purchase Order.

If the Signature field is configured on the chat template, users can also sign the record in the A/C Chat app.

See example in O/E New Shipment Notification

Why can I not capture a signature in the A/C Chat TeamWork app?

Signature example

To capture a signature as part of the workflow, enable the signature field in the A/C Chat template.

Users with "Edit" rights in A/C Chat can capture a signature in the A/C Chat App.

Note:

Currently, you can only capture 1 signature per record. A/C Chat assumes that the signing action closes the optional fields entries.

TeamWork can only capture the signature of the final approver.

Tip:

If a user cannot sign in the chat:

  • Check that the Signature optional field is enabled in the Workflow Fields Tab on the A/C Chat template configured in the Workflow Rule
  • Check that the user has "Edit" rights in the chat.

Does TeamWork include A/C Chat preset users to the chats created in the workflow?

By default, TeamWork workflow includes all preset users in the chats created by the workflows, with their configured security rights.

If you don't want to include preset users, do not add preset users to the A/C Chat template.

What workflow templates are included in TeamWork?

In the current release, TeamWork includes more than twenty approval and notification templates for the following records described in the table below.

Application Description Type Can approve in individual chat Can Start in A/C Chat app
A/P New Vendor approval Entry Yes No
A/P Change of vendor payment terms approval Entry Yes No
A/P A/P Invoice batch approval Batch Yes No
A/P A/P Payment batch approval Batch No No
A/R A/R Invoice batch approval Batch No No
A/R New customer approval Entry Yes No
A/R Customer Credit Limit change approval Entry Yes No
A/R New customer notification Header Chat only, no approval No
G/L New General Ledger account approval Entry No No
G/L G/L Journal Batch approval Batch Yes No
I/C New Inventory item approval Entry Yes No
I/C New I/C Location approval Entry Yes No
I/C I/C Internal Usage approval Header Yes Yes
I/C I/C Stock Transfer approval Header Yes Yes
I/C I/C Shipments approval Header No No
I/C I/C Receipts approval Header No No
I/C I/C Adjustments approval Header No No
O/E New Sales Order and new quote approval Header Yes No
O/E O/E Shipment notification Header No, chat only, no approval No (*)
P/O Purchase Requisition approval Header Yes Yes
P/O Purchase Order approval Header Yes No
R/A Return Material Authorization Approval Header Yes No
P/M PJC (Project & Job Costing) Contract Approval Header Yes No
M/F Manufacturing Order approval Header Yes No
A/C A/C Chat Leave multi-level approval Header

Yes

 Yes (#)
A/C A/C Chat Time Entry and Time Attendance multi-level approval Header Yes Yes (#)
A/C A/C Chat Expenses multi-level approval Header Yes Yes (#)

What users are included in the Chat created by TeamWork workflow?

When the Workflow Rules are configured with an A/C Chat template, a chat is created, based on the A/C Chat template selected. Preset users are included in the chat.

Approvers defined in the Workflow Rules are added to the chat, with rights to amend optional fields (Edit rights in A/C Chat) and rights to add and remove members (Admin rights in A/C Chat) to the chat.

The user who started the workflow is added to the chat, with no Admin or Edit rights in the chat.

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