Choice and End the work item
Choice
A workflow is still one list, read from top to bottom. A choice runs one of two sets of steps, then the workflow carries on with the step after it.
Adding a Choice adds three lines to the step list: If, Otherwise and End of choice. Steps between If and Otherwise run when the condition is met; steps between Otherwise and End of choice run when it is not. Steps inside a choice are indented.
If "PO total matches" passed Create in MCS: Supplier invoice allocation Otherwise Create in MCS: Incoming invoice End of choice
Settings
| Setting | Choices |
|---|---|
| Decide by | A check passed (default). A check failed. A field has a value. A field is empty. A number or amount is above. A number or amount is below |
| Check | A check in a Check step before the choice. If there is none: "Add a Check step before this choice, then choose one of its checks here" |
| Field and Value | For the field choices. Money is entered in pounds and pence |
Remove choice removes the choice and every step inside it, after asking.
How it decides
- A check that has not run counts as neither passed nor failed.
- A value that is not a number takes the Otherwise side.
- Choices can sit inside choices, up to three levels deep.
- The work item shows only the side it took, for example "Does the PO total match? Yes, so:".
Give each If step a title that reads as a question, such as "Does the PO total match?", so the answer reads naturally on the work item.
Asking the sender inside a choice
When the sender answers a question, the choice is made again on the new values, so a corrected invoice can take the other side. The exception: if something on one side was already sent or created in MCS, the work item stays on that side, because nothing is ever done twice or undone.
End the work item
Closes the work item where it is. It is usually the last step on one side of a choice.
| Setting | Choices | Default |
|---|---|---|
| Close as | Returned to sender. Nothing to do | Returned to sender |
Put a Reply before it to tell the sender why. If they send it again, a new work item starts, and it does not count as a duplicate of the one sent back.
Use them for
- Supplier invoices: if the PO total matches, create an allocation against the purchase order; otherwise create an incoming invoice.
- Invoices with no PO number: if the PO number is empty, reply asking for it, then end the work item as returned to sender.
- Amounts over a value: take a different path when the total is above a set amount.