Submit Action Set

Overview

The Submit action set is a series of Modify actions in Commerce that are essentially sub-actions of Submit. The Submit action set is comprised of Submit, Request Approval, Approve, Reject, and Revise.

When does the Submit action run?

Sub-Action Set Behavior

Action or Sub-Action	What Does it Do?	Notes
Submit	The Submit action decides if the quote needs to enter the approval sequence or can be automatically approved. Other times it runs each Modify action.	The FullAccess user creates this action as a Main Document Submit type action. Click Edit Approvals to define a hierarchical list of reasons why a quote might have to be approved. Each of the reason will have an approver assigned to it. This action runs when a user clicks Submit in a quote. The admin typically defines a transition rule on this action to take the quote to the Approved Step. If there are reasons for which this quote needs to be approved, the Request Approval sub-action will run. The order of operations for a Submit action type is the same as that of a standard Modify action. At the end of the Advanced Validation, the reason rules are run to check if the quote needs any approval.
Request Approval	The Request for Approval action moves the quote into an approval pathway. It is automatically performed when the user clicks a Submit action and there is a Reason to approve the quote.	This action cannot be placed on a Commerce document. Auto-Submit option: If the Auto-Submit option is enabled, then all Quotes must go through the approval Process and the box doesn't show up on the user-side. You will typically define a transition rule to take the transaction to the Submitted for Approval step. If there are no reasons for which this quote needs to be approved, then the Submit action will run. No email notifications should need to be sent out by using the transition rule on this action.
Approve	This action is performed when the user clicks the Approve button.	Step transitions should not be defined on the Approve action.
Reject	This action is performed when any Reason for an approval sequence is rejected by an approver.	This action can be placed in a group view and made accessible to a user. This must be active in a Step for it to be executed.
Revise	The Revise action allows the user to revise a Transaction document that has been submitted for approval.	You will typically define a transition rule on this action to take the quote to a Pending step. Transition rules must be defined on this action for step change. See the section Revising a Sub-Action (Reset Reasons) below for more details.

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Administration

Creating the Submit Action Set

1. Navigate to the Action List page.

   The Variable Name field populates automatically. Variable names can only contain alpha-numeric characters and underscores. The entry can be changed before saving, but after saving the value is read-only.

2. Click Add.

   The  Admin Action page opens.

   

3. Enter a Label and Variable Name.

   The Variable Name field populates automatically. Variable names can only contain alpha-numeric characters and underscores. The entry can be changed before saving, but after saving the value is read-only.

4. In the Action Type drop-down, select Submit.

5. Click Add.

   The Admin Action page reappears.

   • When you have returned to the Actions List page, the new Submit action appears with 4 sub-actions: Request Approval, Reject, Revise and Approve.
     
     
   • These sub-actions can each be edited.
6. Edit the Submit action as you would any type of Modify action.

7. Click Edit Approvals to create reasons and approvers within the Approval Sequence.

   

   If the Submit action is deleted, all associated actions and attributes are also deleted.
   

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Revising a Sub-Action (Reset Reasons)

Resetting of reasons is typically used when a quote is required to step through the entire Approval Sequence, or portions of the sequence, even if some of the Approvals have already been received. An approval reason has 4 statuses: Approved, Rejected, Pending or Ignored.

Resetting & Approval Statuses

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1. Navigate to the Action List page.

   The Variable Name field populates automatically. Variable names can only contain alpha-numeric characters and underscores. The entry can be changed before saving, but after saving the value is read-only.

2. Open a Revise sub-action.
3. Click the Reset Reasons tab.
4. Select one of the following: 

   • Simple Reset (All Reasons): If this option is selected, the reason will be reset.

     The default setting is for no reasons to be reset.

   • Define Advanced Reset: Select this option and click Define Function. Write an advanced function that will return the reasons that should be reset. The return format can be an array or delimited string of the reason variable names.

     

   If the desired outcome is that the quote only needs an Approval once, regardless of changes or revisions, then the Reason or Reasons should not reset.
   • The Revise sub-action cannot activate reasons or submit the Transaction. Revise will always perform only its own Step transition and all active approval nodes will always be deactivated.
   • Approval workflow cannot be resumed until the request for approval action is performed again.

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Notes

Related Topics

See Also