Proposal settings: Workflow

The Workflow tab is for enabling workflow in a proposal, and creating, deleting, and ordering the workflow steps. This tab only appears when Require Approval is selected on the Properties tab.

After creating workflow steps on the Workflow tab, they become available for setting up the proposal's responsibility assignment matrix (RAM). Then your team can start creating, reviewing, and approving the basis of estimate (BOE) in proposal breakdown structure (PBS) elements and tasks.

Each time a BOE reaches the last workflow step, the BOE version number is automatically created. At that point, users who are allowed to approve and finalize the BOE can do so.

If you want everyone involved in a workflow step to get an email when it changes, go to the Configuration tab and enable sending email notifications.

Settings
Workflow Enabled (BOE)	When workflow is enabled in a proposal, associated users can be assigned to the workflow steps in the responsibility assignment matrix. Those users determine the progress of a PBS element or task BOE. Before enabling workflow, at least one step must already exist.
Workflow Admin	Selecting at least one administrator for the workflow process is required. The default is the proposal creator. Click to set other users as workflow admins. At any time, workflow admins can advance, reject, and override steps, regardless of their role's permissions. They can also lock and unlock PBS elements or tasks as needed.

Settings

Workflow Enabled (BOE)

When workflow is enabled in a proposal, associated users can be assigned to the workflow steps in the responsibility assignment matrix. Those users determine the progress of a PBS element or task BOE.

Before enabling workflow, at least one step must already exist.

Workflow Admin

Selecting at least one administrator for the workflow process is required. The default is the proposal creator. Click to set other users as workflow admins.

At any time, workflow admins can advance, reject, and override steps, regardless of their role's permissions. They can also lock and unlock PBS elements or tasks as needed.

Steps
Name	The step name is required. It can contain up to 255 characters. Each step has a unique color to help identify it in BOE Pro. To change a step's color, right-click > Change Color.
Description	The step description is optional. It can contain up to 255 characters.
Associated Users	Associating users with a step is optional. However, if nobody is selected, only the workflow admin can change the data in a PBS element or task. Click to select users for the step. When a PBS element or task is at a certain step, the step's associated users can make changes to that item. Users who aren't associated with the step are unable to make changes, regardless of their role's permissions.
Auto-Lock	Select Yes to automatically lock PBS elements or tasks when they are at a certain step. If the step's associated users do not have permission to lock the PBS or tasks, however, BOE Pro will not Auto-Lock the items.
Due Date	The step due date is optional. Enter a month, day, and year to set the due date. The following colors on PBS elements or tasks show how close the items are to their due date or if they've passed the deadline. Green: More than five days until the due date. Orange: Zero to five days until the due date. Red: The due date has passed.
BOE Section Validation Step	The BOE section validation step is optional. It is the workflow step that cannot be advanced until the required BOE sections in BOE View are complete.
Estimates Validation Step	The estimates validation step is optional. It is the workflow step that cannot be advanced until direct resource estimates are assigned to the BOE formulas in BOE View.