Energix - Invoices Approval Process Issues
Issue #1 - Stuck Workflow Approval
Background
Around December 12, 2024, a significant issue arose where numerous invoices from IL and CORP were rejected by the system due to a problem with step number 7 in the workflow. This step involves the CORP CFO approving invoices for CORP as well as IL invoices exceeding 200,000 ILS. Gradually, the system began rejecting all invoices from these business units.
Temporary Resolution
To address this issue urgently, step number 7 was removed from the workflow, and the problem was resolved temporarily.
Desired Solution
The goal is to reinstate step number 7 while ensuring the system is validated and does not reproduce this issue.
Issue #2 - Request Information Tasks
Background
The system includes a feature that allows assigned users to request additional information from submitters using the "Request More Information" functionality. Submitters are expected to respond using the "Submit Information" option. However, users have reported that:
- Documents (primarily invoices) flagged by the system as awaiting their response are not accompanied by email notifications.
- Locating these notifications within the BPM screens is complex and unintuitive.
Desired Solution
- Users should receive accurate and timely email notifications when a document requires their response.
- Notifications should also appear in the system’s notification screen, alongside other pending tasks, to streamline their workflow.
Issue #3 - Approval Notifications via Mobile Email
Background
Users have occasionally reported that their attempts to approve documents (mainly payments, but also other types) via email are being rejected by the system. This issue primarily affects mobile devices, particularly iPhones, and occurs only in IL.
Desired Solution
Implement a systematic resolution to ensure that email-based approvals, especially from mobile devices, are processed successfully and without errors.