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Submit Action Set
The Submit action set is a series of modify-type actions
in Commerce that are essentially sub-actions of Submit. The Submit
action set is comprised of Submit, Request Approval, Approve, Reject,
When does the Submit action run?
When the Submit button is clicked, the Submit action and its associated modifications do not necessarily run.
After Submit is clicked:
- The quote passes through the approval tree
defined on the Submit action. If any of them return true, the Request
Approval action will be performed first.
- Approvers receive notifications and the
Approve and Reject actions are available to them until they have
performed either action, at which time the actions will no longer be
visible to them.
- When the quote has received its final
approval, or if no approvals are required, the Submit action and its
associated modifications run.
Plan your status modifications, step transitions, and integrations accordingly!
Sub-Action Set Behavior
The Submit action decides if the quote needs to enter the approval
sequence or can be automatically approved. Other times it runs each
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.
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.
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.
||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.
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
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.
|| This action is performed when the user clicks the Approve button.
- You will typically define a transition rule on this action to take the quote to an Approve step.
- Transition rules must be defined on this action for step change to an Approve step.
|| 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.
||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 Revising a Sub-Action (Reset Reasons) section below for more details.
Creating the Submit Action Set
- Navigate from Admin Home Page > Commerce
and Documents > Process Definition > Commerce Process >
Documents > List > Quote Level > Actions.
- Click Add.
- Enter a Label and Variable Name.
- Choose Submit as the Action Type.
Once you have returned to the Actions List
page, you should see your new Submit actions along with 4 sub-actions:
Request Approval, Reject, Revise and Approve. These can each be
- Edit the submit action as you would any type of modify action.
Click the Edit Approvals button to create reasons and approvers within the Approval Sequence.
If the Submit action is deleted, all associated actions and attributes are also deleted.
Revising a Sub-Action (Reset Reasons)
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
- Resetting a Reason that is in Approved or Rejected:
The reason was triggered and already received an approval (or
rejection). Resetting the reason means it will be re-evaluated upon a
Submit action and if the condition is met, an email notification will be
sent and a new approval/rejection will be required.
- Resetting a Reason that is in Pending:
The reason was triggered but was neither approved nor rejected.
Resetting the reason means that it will be re-evaluated upon a Submit
action and if the condition is met, an email notification will be sent
and a new approval/rejection will be required.
- Resetting a Reason that is in Ignored: The reason was not triggered in the initial request so resetting it has no affect.
- Navigate to the Quote Level Actions and open a Revise sub-action.
- Click the Reset Reasons Tab.
- 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.
If the desired outcome is that, regardless
of changes or revisions, the Quote only needs an Approval once, 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.
When setting transitions, try to use just
one pending approval step. Adding multiple steps increases complexity.
Instead, use a variety of participant profiles.
Keep both the
parent "Submit" action advanced modification and the sub-action "Submit
for approval" advanced modification equivalent.