Infor SyteLine4 min readNetray Engineering TeamUpdated March 4, 2025

How to Create Custom Workflows in SyteLine

SyteLine's workflow engine enables organizations to automate business processes such as approval routing, notification dispatching, and conditional data processing. Using the Workflow Designer, administrators can build multi-step workflows that respond to data changes, user actions, or scheduled triggers. This guide covers designing workflow definitions, configuring approval chains, and deploying automated processes across your SyteLine environment.

Designing Workflows in the Workflow Designer

Access the Workflow Designer through Application Development > Workflow Designer in the SyteLine Rich Client. Create a new workflow definition by specifying the workflow name, description, and trigger type. SyteLine supports three primary trigger types: Data Change triggers that fire when IDO property values are modified, Manual triggers that users initiate from form toolbar buttons, and Scheduled triggers that execute at defined intervals. Define the workflow steps using the visual designer, connecting Start, Decision, Action, and End nodes with transition lines. Each node can contain conditions, assignments, and IDO method calls that execute as the workflow progresses.

Open Application Development > Workflow Designer and click New to create a workflow definition with a unique WorkflowID and descriptive name
Select the trigger type: DataChange (fires on IDO property modification), Manual (user-initiated), or Scheduled (timer-based execution)
Drag workflow nodes from the toolbox including Start, Decision, Action, Notification, Approval, and End nodes onto the design canvas
Connect nodes with transition lines and set transition conditions using property expressions like Status = 'Submitted' AND Amount > 5000

Configuring Approval Chains and Notifications

Approval workflows in SyteLine route documents through a hierarchy of approvers based on configurable rules. Add Approval nodes to your workflow and configure the ApproverType property to determine who receives the approval request. Options include specific users, role-based groups, manager hierarchy lookups, and dynamic assignments based on IDO property values such as department or cost center. Configure notification settings for each workflow step to send emails via SyteLine's built-in email integration. Set escalation rules with timeout periods of 24-72 hours to automatically reassign approvals that remain pending, ensuring business processes are not blocked by absent approvers.

Add Approval nodes and set ApproverType to User, Role, ManagerHierarchy, or Dynamic to control routing based on organizational structure
Configure email notifications with customizable templates using merge fields like {OrderNumber}, {RequestorName}, and {ApprovalLink}
Set escalation rules with timeout periods between 24-72 hours to automatically route pending approvals to backup approvers
Define approval actions for Approve, Reject, and Return-for-Revision outcomes with corresponding status updates and notification triggers

Testing and Activating Custom Workflows

Before activating a workflow in production, test it thoroughly in a development environment by simulating the trigger conditions. Use the Workflow Monitor form to observe workflow execution in real time, tracking each step's status, timing, and variable values. The monitor displays active workflow instances, completed steps, and any errors encountered during execution. After validating the workflow behavior, set the WorkflowStatus property to Active to enable it for production use. Monitor the first 50-100 workflow executions closely to identify edge cases or performance issues, and refine conditions or escalation rules as needed.

Use Application Development > Workflow Monitor to trace active workflow instances and view step-by-step execution logs in real time
Test all decision branches by creating test records that satisfy each condition path, verifying correct routing and data updates
Set WorkflowStatus to Active after successful testing, and configure the EffectiveDate to control when the workflow begins processing
Monitor workflow performance metrics including average completion time, approval turnaround, and escalation frequency for the first 100 executions

Frequently Asked Questions

What types of business processes can SyteLine workflows automate?

SyteLine workflows can automate purchase order approvals, sales order processing, engineering change requests, inventory adjustments, and quality hold reviews. Common implementations include multi-level PO approval routing based on dollar thresholds (e.g., under $5,000, $5,000-$25,000, over $25,000), automated notification dispatching when order statuses change, and scheduled data validation processes. Most organizations implement 5-15 active workflows covering their critical business processes.

How many approval levels can a SyteLine workflow support?

SyteLine workflows support unlimited approval levels in theory, though most implementations use 2-4 levels for practical efficiency. Each approval level can have multiple parallel approvers with configurable rules such as any-one-approves or all-must-approve. Workflows with more than 5 approval levels typically indicate process inefficiency and should be reviewed. The average approval cycle time increases by 8-12 hours per additional approval level.

Can SyteLine workflows integrate with external systems?

Yes, SyteLine workflows can trigger external integrations through IDO method calls, web service invocations, and database stored procedures within Action nodes. Common integrations include sending data to external approval systems, triggering document generation in third-party tools, and posting updates to ERP middleware like Infor ION. External calls should include error handling with retry logic and timeout settings of 30 seconds to prevent workflow stalls.

Key Takeaways

1Designing Workflows in the Workflow Designer: Access the Workflow Designer through Application Development > Workflow Designer in the SyteLine Rich Client. Create a new workflow definition by specifying the workflow name, description, and trigger type.
2Configuring Approval Chains and Notifications: Approval workflows in SyteLine route documents through a hierarchy of approvers based on configurable rules. Add Approval nodes to your workflow and configure the ApproverType property to determine who receives the approval request.
3Testing and Activating Custom Workflows: Before activating a workflow in production, test it thoroughly in a development environment by simulating the trigger conditions. Use the Workflow Monitor form to observe workflow execution in real time, tracking each step's status, timing, and variable values.

Ready to automate your SyteLine business processes? Netray provides workflow design and implementation services to streamline approvals, notifications, and data processing.

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