Mass Workflow Transitions

Create Mass Workflow Transition jobs to transition multiple master agreements, contracts, lease components, activation groups, or units through the different workflow statuses (including moving back to earlier statuses). You then have the option of downloading a generated Excel file containing all of the applicable objects to exclude specific objects from the workflow transition job, or to set certain date fields related to certain workflow transitions. You also have the option to use the default template Excel workbook.

Note: When you start the job, the affected activation groups will be locked, and no modification event on them can be done until the job is completed.

In the job, you must select the Initial State of the object, and then either the next action, or the End State for the objects. If the End State is multiple statuses away, the job automatically updates with all of the intermediary actions and states. The available Initial State and End States depends on the roles that you have in additional to a Batch role. For example, you must have an Approver role to select the Active End State for activation groups.

If you are transitioning activation groups or units from Define state that require inputs (e.g., selecting terms and conditions that likely to be exercised and setting the classification), you can use Mass Import Jobs to modify them before running a Mass Workflow Transition job.

Note that you can choose to transition unit workflow statuses in a separate batch from activation groups. If you choose to transition an activation group to an Active status without first handling the unit transitions, the unit transition inputs are included in the activation group Excel input file (where the Unit Reception and Activation Dates are set to the ROU Start Date by default).

Note that before running a job, there must be at least one profile defined.

To create a workflow transition job:

Click Main Menu > Batch Management > Mass Workflow Transition > Jobs.
Click .
The Profile section lists all of the profiles that you have access to. Select a batch profile to specify which objects the batch job should be run on.
Select a Batch Size. Note that this field is set to 100 by default.
Select a Target Entity.
Select the Migrated Filter Type to determine which objects should be included:
- Local: Only objects that were created in Nakisa Lease Accounting Suite or Nakisa Portfolio Management while Migration Mode was off.
- Migrated: Objects that were migrated from another system (e.g., Nakisa Lease Accounting Suite 2022.R2.SPx) or that were created while Migration Mode was on.
- All: All transactions, regardless of their data source.
For the Target Entity, select the Initial State.
Perform one of the following steps:
- You can select the next action to perform in Action at Step 1, which then auto-populates End State at Step 1. You can then define additional steps for the job.
- Otherwise, you can select the End State at Step 1. If there are actually multiple states in between the initial and end states, the additional actions and steps are automatically populated.
If the End State is "Active" or "Closed", you must also set the Document and Posting Date Type:
- ROU Start/End Date: If the End State is "Active", then the ROU Start Date is used for the Document and Posting Dates. If the End State is "Closed", then the ROU End Date is used for the Document and Posting Dates.
- User Defined: Specify the desired Document Date and Posting Date.
Click Allow Hitchhiking to include additional entities with statuses between the selected Initial State and Final State in the job.
If desired, select Use Default Workbook Input to use the default values in the workflow transition and to skip editing the Excel workbook.
Note: Selecting this option means that the job will be started automatically once you click Submit. Otherwise, you must review and/or edit the Excel template file and re-import it to start the job.
If the End State is "Closed", you can select Auto-Close Parent Objects if you want the system to automatically close parent objects (if there are no other open child objects).
In the Additional Filters section:
- If an intercompany transfer has been performed, you can select the Include Transferred checkbox to include source objects that have already been transferred in the job. For example, once you have verified the transfers occurred correctly, you can create a job to close these terminated objects.
- Optionally, select a List Filter Type to manually select specific objects for the job in the Object List. You can search for the IDs individually or enter a list (up to 50) separated by spaces, commas, new lines, or tabs. Note that if you paste the list and press ENTER, the matching IDs are auto-selected and the invalid ones are listed under Invalid Pasted Objects.
  Note: The job will only show objects that match both the filters and object IDs entered. Object IDs that do not match the filter criteria are not shown in the report.
Click Add. If you did not select "Use Default Workbook Input", you must start the job manually.

Note: If you need to rerun the exact same job (e.g., because the task failed due to missing data in the object), click in the Action column in the Workflow Jobs window to clone the job and its inputs, and automatically rerun it.

To manually start a workflow transition job:

If you have created the job without selecting "Use Default Workbook Input", you must start the job manually. Wait until the Status changes to "Pending User Input".
Note: Click at the top of the Workflow Jobs or Workflow Tasks pages to see updated information.
Under the job Actions column, click to download the Excel file containing the objects matching the job filter.
Note: Click Profile to see the profile selected for the job, and click View to view the job inputs.
Modify the Excel file with the information for each object. Note the following:
- The column title colors indicate the following:
  - Blue: The combination of these fields uniquely identify the object. Note that if there is more than one row with the same set of identifying values, only the last one is applied.
  - Red: These fields are mandatory and must be filled in.
  - Yellow: These fields are for informational purposes only. If you make any changes to these fields, the job ignores the changes.
  - Gray: These fields are optional.
- To exclude an object from the job, enter TRUE under the "Exclude" column on the Activation Groups tab.
- Ensure that when you update the Excel file (especially when you are adding new rows of data), the correct cell formatting has been applied, consistent with the previous rows.
Click to upload your updated Excel file. Once you click Import, the application processes the file and runs the job, displaying all the tasks in the Workflow Tasks pane. The Workflow Tasks page shows the progress, as well as the result of the tasks.
Note: If required, click to cancel a workflow transition task, which will cancel the objects that have not been transitioned yet. Canceling will not undo the objects that were already successfully transitioned.
Click on the job row to open the associated Workflow Task. The task is complete once the Status column displays "Transition Done". Under the Actions column of the Modification Tasks click to view the report of the activation groups and units that were skipped or failed, or that were successful with warnings. Note that you can sort the columns in the report.
Note: If there is a service interruption that prevents the completion of the job while it is running, the job status changes to "Interrupted". The application will attempt to recover the job as soon as possible. If the job is recovered, it will resume from where it was interrupted. If the job cannot be recovered within the time limit specified in Financial Organization Structure, the status remains "Interrupted" and you must run the job again.

Note: To see the template file you imported, click under Actions in the Workflow Jobs window.

To manage workflow transition jobs:

Click to refresh the jobs.
Click to view the input fields used for the job.
Click to copy the job. Note that you may have to select a profile that you can use, and you have the option of modifying inputs before starting the new job.