Workflow

This section explains how the workflow works. All returns must be approved before going to BoG.

Go to Workflow Playlist section below for video tutorials (a playlist) on how to use the Excenit RSS workflow.

Introduction

After generating the report, it is now time to submit for review. By default, a user with the Report Approver role is assigned to the return. If there are multiple users with the Report Approver role, one is selected at random. The Report Approver corresponds to the CFO/Representative section of the attestation form (AF100) of each return. Returns can be re-assigned to other approvers if the default one is unavailable. Contact the Administrator to re-assign returns.

Submit for Approval

You can only submit a return whose status is Report Generated. Only users with the Report Manager role can prepare and submit a return for review.

  1. To submit a return for approval, open the return in edit mode.

  2. If you are not the original Report Manager who prepared this return, the system will prompt you to switch ownership. After switching ownership, close and re-open the return. Confirm switching ownership.

  3. Ensure that in the Metadata section, the Reporting Officer field has your name. In addition, the report name should be visible next to the Report field. If any of these conditions are violated, please contact your Administrator or regenerate the return. Return ready for approval.

  4. In the Action Bar click Submit for approval button to submit for approval.

  5. Confirm that you want to submit for approval. Confirmation means you are signing the attestation form (AF100) that is attached to the BoG template for this return. Confirm approval. After confirmation, AF100 in the return will be populated with the name of the reporting officer and the current date. The selected CFO will be notified by email and the status of the return will change to Pending CFO Review.

Review Return

If a return is ready for review, the assigned CFO will receive an email after the Report Manager submits it. If the return was submitted but email wasn’t received, please contact the Administrator who will re-assign the return to expected approver.

To review a return:

  1. Log in as a user with Report Approver role. By default, the users with Report Approver roles can not edit any other parts of the system.

  2. Go to Workflow→ My Task Queue → Pack Approval → CFO Reviews. The number of pending returns will be in parentheses. In the screenshot below, there is one pending return to be reviewed. Opening a due return

  1. Open it from the right pane by double-clicking. This screen is similar to the one used by the Report Manager to prepare the return, but the content cannot be edited by the Report Approver. There are four important sections of this screen.

    1. Metadata - Here you will find the report file (in Excel), the status of the return (Pending CFO Review), the Reporting Officer, the CFO, the As Of date, and the date the Reporting Officer signed the return. Ensure that all these fields have the correct values. If not, please contact the Administrator or the Report Manager to review and correct.

    2. Error Report - Click this link to open the detailed validation summary attached to this return.

    3. Review - Use this space to send a message to the Report Manager who prepared this return.

    4. Action Bar - Contains the buttons to approve, reject the return or close this window without any action.

  2. In the Metadata section, click the report file to download and review.

Review a return

Reject a Return

After reviewing a return, you can approve or reject. To reject a return, go to the Review tab and provide feedback that will go back to the Report Manager. After that, click the Reject button in the Action Bar.

Reject return

The system will ask you to confirm rejection, after which the Report Manager will be notified via email and the status of the return will change to CFO Rejected.

Review a Rejected Return

If a return is rejected, the Report Manager who prepared the return will receive a notification via email. The status of the return will change to CFO Rejected. You can only make changes to such a return before resubmitting.

Approve and Submit a Return

If the return has no issues, you can instead approve it.After approval, it will be submitted to BoG.

Once you approve a return, it will be submitted to BoG, typically within five minutes. The only way to stop a return from going to BoG is if the Administrator stops the process within the allotted time.

Re-assign Returns

Sometimes it may be necessary to re-assign the approval of a return to someone else. Only the Administrator can do this.

To re-assign a return:

  1. Log in as a user with administrative privileges.

  2. Go to Workflow→User Tasks. This will open the screen below.

  3. Go to the Filter box to select the parameters, including the process.

  4. Click Apply. The list of processes that have been submitted for approval and meet the criteria above will be displayed.

  5. Select the task you want to re-assign.

  6. Click the Reassign task button, which will open the Task reassignment window.

  7. Select the new assignee and click OK.

  8. The new assignee can now log in and the task will be available under Workflow→ My Task Queue.

Re-assign approval

Workflow Playlist

Excenit RSS Workflow