KBA-01177: Overview of the RouteWhenStatus Rules

Question:

How can I automatically remove a document from a user inbox when the document is closed?
How can I automatically change the document route when the document status is set to pending or committed?

Answer:

There are two generally possibilities: the RouteWhenStatus rule group (described below) and workflow scripts. Workflow scripts are more flexible, but actually fire during routing and save events; the change in document status does not directly cause workflow scripts to run. For more information about workflow scripts, see ATC Scripts and Automatic Workflow.


Overview:

The RouteWhenStatus rules indicate how routing is to be handled when a document state changes to closed or pending. There is no default, meaning that by default closing a document has no effect on routing.

The RouteWhenStatus rule group is found in the Rules Maintenance tool on the System Admin Dashboard. Each rule in the group consists of a rule name, a filter value (which can be blank) and a result value.


Filter Value:

Any Doc type

The RouteWhenStatus rules accept a Doc type (as defined in the Doc Types tool and appearing on the filter drop-down) as the filter value.


Result Values:

The RouteWhenStatus rules accept one or more of the following as the result value. When multiple result value options are included, they must be separated by semicolon (;).

Append routenamelist

Adds the comma-separated routenamelist of specified predefined routes (defined through the Routes tool) to the current routing. You can use the keyword AUTO for the Spitfire-selected route to also be appended, for example: Append AUTO,Auditor. This result value can be included with one of the other options below, for example: EndRoute;Append HistoricalArchiver,Auditor.

CCRemaining

Changes the route status of all remaining routees to CC’d.

CCToLast

Changes the route status of all remaining routees, except the last one, to CC’d.

EndRoute

Changes the route status of all remaining routees to Sent On.

NoChange 

[V2019+] Does not change the route.  Useful for when a default rule is used to end route and certain exceptions are necessary.


Rules:

Default

Specifies (in the result value) the routing behavior that all DocStatus codes that have been designated “closed” (through the DocStatusIsClosed rules) should trigger.

DefaultApproved

[V2019+] Specifies (in the result value) the routing behavior that all DocStatus codes that have been designated “approved” (through the DocApproved rules) should trigger.

DefaultPending

Specifies (in the result value) the routing behavior that all DocStatus codes that have been designated “pending” (through the DocPending rules) should trigger.

Any DocStatus code

Specifies (in the result value) the routing behavior that the indicated DocStatus code (defined in the Cost Maintenance tool and designated as “closed” through the DocStatusIsClosed rule) should trigger.


Example:

Assume that Pay Requests are normally routed through various individuals for entry, review, approval, payment generation and notification.  But if a request is canceled (code = C), remaining routees don‘t need to receive the document anymore and the PM and the vendor only need to be CC‘d to ensure that they are made aware of the cancel.  Create a predefined route called PRCANCEL in the Routes tool (on the Manage Dashboard) then add an entry to the RouteWhenStatus rule as follows:

EndRoute will change the route status to Responded for all remaining routees and the predefined route called PRCANCEL will add the PM and vendor to the end of the routing grid with the status of CC‘d and any appropriate notes.


Additional Comments:

Since Spitfire ATC is not a user, this rule has no effect on ATC.

Note: This rule is evaluated only when the document state changes to Pending/Committed or Approved/Closed. Ift you have several pending status (such as Committed and Committed/Executed), the rule will only be fired once.


KBA-01177; Last updated: May 18, 2020 at 13:12 pm; 
Keywords:  rules, routewhenclosed