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Using a group to restrict transfer

Modified on Mon, 17 Apr 2023 at 03:06 PM

Restricting transfer before approval is achieved through setting the Restrict Transfer header to True. This can be achieved by a formula or a modification task which sets the header accordingly.  When the Restrict transfer header is set to True then the Transfer button will not appear. There is also a validation task which can give a validation message however this is rarely used.

Using a formula to restrict the transfer

Using a modification task to restrict the transfer

Using a formula to restrict the transfer

This has become an increasingly popular way to control the transfer as it is far more common to restrict the transfer by the User type or the number of approvers than the amount. 

Start by adding the restrictTransfer header which is a Boolean. Simply set the formula directly against the header to make it True in the scenarios in which you want to restrict the transfer

Example 1:

=IF(AND(approvalMode="1",workflowStatus<"4"),TRUE,FALSE)

In this example, we are first evaluating the number of approvers that have been set on the template. This would be appropriate where some other task or rule allows the template to have either 0 or 1 approver. 

Next, we check the workflow status is less than 4 (waiting for approval). 

The effect of this is to make sure that where an approver is determined the Creator is not allowed to transfer, whereas if no approver has been determined then the Creator is allowed to transfer.

Example 2:

=IF(AND(USERATTRIBUTE(1, creator) = "SSC",OR(workflowStatus=NULL,workflowStatus<4)),TRUE,FALSE)

In this example, we are looking at whether the Creator is a member of the Shared Service Centre based on a User attribute and whether the workflow is less than 4 (waiting for approval). This prevents SSC members from transferring before approval whereas non-SSC members are allowed to transfer before approval.

Note: When using a formula like this the creator is not set before the document is saved, therefore you may need to add a NULL check to the beginning of the formula. =IF(creator=NULL, TRUE, IF(AND(USERATTRIBUTE(1, creator) = "SSC",OR(workflowStatus=NULL,workflowStatus4)),TRUE,FALSE)).

This would mean that if no Creator is set, the transfer is always restricted. It couldn't give a warning, but the transfer button does not appear. You would have to make sure you run header formulas on Create then it would always start with transfer restricted and only once saved would it change.

Using a modification task to restrict the transfer

It is possible to configure this functionality to be based on the contents of a row/column or header.

If the header field contains a value, for example, document amount/debit sum, then it is also possible to use an approval limit group to set up multiple currencies and values. 

The example below focuses on this use case.

checkColumns: "account" (=1234, 4567,7890) or (>100<200) or (100:200) - we should consider a CSV list of values, range, greater than or less than or contains for strings or Boolean Y/N

checkHeader: "debitSum" (>10000) 

checkHeader: "riskRating" (=High) 

To configure this setting:

Set up an approval limit group (on the Groups tab) which contains the currencies and values that you want the restrict transfer to consider.

Add a Boolean header field to your document template. The field must have an internal name "restrictTransfer".

The modification task will set this header to "True" if the transfer restriction applies, and then the validation task checks this header to show the message.

Add the modification task to the action events that will trigger the evaluation (for example, Save, Send to, UI validation).

Tip: Remember that if your header (for example, Document amount) is populated by a formula or another modification task, you must configure this to run before the restrict transfer modification task.

Next, add the validation task to the action events - this is where you can configure the message that will appear.

Note: This type of functionality is most commonly set up by your implementation team during the project.

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