Administrators - Managing Workflow Assignments

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Planning Maestro’s Workflow feature helps you coordinate budget-planning and building with your team. Each budget Workflow is made up of multiple budget Assignments (for example, creating the Personnel budget for the Marketing team).

This document shows you, a Planning Maestro Administrator, how to create assignments, send assignments, send reminders, request revisions, and approve Assignments.

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Info.png Please Note: Before creating Assignments, make sure your Security settings allow your Owners to access the applications and Dimensions in their Assignments (for example, the Personnel application and the Department Dimension). Each Assignment Owner needs to have Write access (edit access) to the application and Dimension Members in their Assignment.

Creating Assignments

To create a new Workflow Assignment, open the Tools module and select Manage Workflow.

Info.png Please Note: If you don’t see the Manage Workflow option here, contact your Centage Consultant. The Workflow Dashboard only opens after you finish the necessary setup.

Step 3: On the Workflow Dashboard page, click the Manage Assignments icon ( Manage_assignments.png ).

Step 4: A Workflow Assignments page opens. Enter the following information in the fields provided:

Owner – Click on this dropdown menu and select an Owner for this Assignment, or the person responsible for completing it.

Info.png Please Note: Only Planning Maestro users who are enabled and active (have logged in successfully, and have the right Security settings) appear as options in this menu.

Applications – Click on this dropdown menu and select the Application this Assignment should budget for (Adjustments, Drivers, Operating Expenses, Personal, or Revenue).

Members – In this table, select the Members of this Dimension this Assignment budgets for (for example, some Members from your Entity Dimension as shown in the example screenshot).

Step 5: Click Add Assignments.

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The Assignment appears in the table below. Repeat steps 4-5 to add other Dimension Members if necessary.

Example.png Example: In the example screenshot, you are assigning the VP of Marketing the responsibility for creating an Operating Expenses budget for the Marketing entity of your company. You can also assign them the Personnel or Drivers budget for the Marketing entity.

Step 6: When you finish creating Assignments for the Workflow, click Save & Exit. You can return and add more Assignments if necessary.

The Workflow Dashboard page reopens. The Workflow Assignment you created appears in the table.

To add more Assignments to this Workflow, click the Manage Assignments icon ( Manage_assignments.png ).

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Sending Assignments

 After you create a Workflow Assignment, send an Assignments to notify the Owner (person responsible for completing the Assignment) so they can complete it.

Step 1: Reopen the Workflow Dashboard page. Open the Tools module and select Manage Workflow.

Step 2: In the Workflow Assignments section, click the Send Assignment icon ( Invite.png ) in the Assignment’s row.

Step 3: A confirmation message appears. Click Yes, Send Assignment.

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A confirmation message appears.

You can also assign multiple Assignments at once by marking the checkbox on the left and clicking Assign.

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The Owner of this Assignment receives an email notification.

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Step 4: If the Workflow Owner does not submit their Assignment on time, you can send a reminder. Click the Send Reminder icon ( Reminder.png ).

 

Step 5: A confirmation message appears. Click Yes, Send Reminder.

You can also send multiple Reminders at once by marking the checkbox on the left and clicking Remind.

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  • The Reminder(s) are sent.
  • The Owner(s) of the Assignment(s) receive more email notifications.
  • You can send more Reminders if needed.

Submitting on an Owner's Behalf

Occasionally, an Owner may not be able to submit their own Assignments (for example, if they’re out of office the week the budget is due). As an Administrator, you can submit Assignments on an Owner’s behalf.

Step 1: Reopen the Workflow Dashboard page by opening the Tools module and selecting Manage Workflow. In the Workflow Assignments section, click the Submit icon ( Submit_assignment.png ) in the Assignment’s row.

Step 2: A confirmation message appears. (If this is the last Assignment for this Owner for this Workflow, the message includes that information.)  Click Yes, Submit Assignment.

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You can also submit multiple Assignments at once by marking the checkbox on the left and clicking Submit.

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  • A confirmation appears.
  • If this was the Owner’s last Assignment for this Workflow, this Version is now locked for this Owner.
  • The Assignment is submitted. You or another Administrator can now review this Assignment and approve it or request revisions.

After submitting on the Owner’s behalf:

  • The Owner receives a notification email.
  • You receive a reminder email to review this Assignment.

Email the Owner receives:

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Email you receive:

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Requesting Revisions to Assignments

After a budget Assignment is submitted, you can review it and decide to approve it or request revisions. When an Assignment is submitted, you receive an email.

Step 1: Reopen the Workflow Dashboard page by opening the Tools module and selecting Manage Workflow. In the Workflow Assignment section, click View to review the submitted Assignment.

Step 2: Review the Assignment.

Info.png Please Note: When the application opens, make sure the Filters are filtered for the correct budget Version and other Dimension Members so you can view the correct Assignment.

If the budget is missing key information or has some other error, you can ask the Owner to edit it by requesting revisions. Return to the Workflow Dashboard page and click the Request Revisions icon ( Request_revisions.png) in the Assignment’s row.

You can also request revisions for multiple Assignments at once by marking the checkbox on the left and clicking Request Revisions.

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A confirmation message appears. Enter a reason for this Revision Request (optional) and click Yes, Request Revisions.

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  • A confirmation message appears.
  • Your Revision Request is sent. The Owner receives an email notification to revise their Assignment.

Approving Assignments

You can use the Workflow Dashboard to approve Assignments.

Step 1: Reopen the Workflow Dashboard page by opening the Tools module and selecting Manage Workflow. Select the correct budget Workflow select View to review the Assignment.

Step 2: After reviewing the Data Projections added, edited, or deleted for this Assignment, return to the Workflow Dashboard again. Select the correct budget Workflow and click the Approve icon ( Approve_assignment.png ) in the Assignment’s row below.

You can also approve multiple Assignments at once by marking the checkbox on the left and clicking Approve.

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Step 3: A confirmation message appears. Click Yes, Approve Assignment.

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  • A confirmation message appears.
  • The Assignment is approved and un-editable.
  • The Assignment Owner receives an email notification.

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