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Getting started with Atoti Sign-Off

Atoti Sign-Off enables you to define a set of daily tasks outlining what data needs to be reviewed, possibly adjusted, and signed off on. Depending on the configured workflow, the sign-off task, with any adjustments, can be submitted for approval.

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The default implementation provided in Atoti Sign-Off comes with a defined workflow for the task definition creation, three defined workflows (default workflows) for the tasks and user roles (manager, user). This documentation explains the default implementation, but the workflows and the user roles can be customized for specific business needs - see Customizing sign-off workflow in the Atoti Sign-Off Developer Guide.

Here are our recommendations for getting started, if you have no or limited experience with Atoti Sign-Off.

Required role

In the default implementation, you must have the Manager role to be able to create task definitions or perform any other actions on them. This requirement can be changed in the Activiti configuration settings.

Default workflows

Out of the box, Atoti Sign-Off provides these workflow options for tasks:

Workflow Description
Simple Only one level of validation is required. Someone with the role of USER can both review and approve tasks with this workflow.
4-eyes Two separate levels of validation are required from Examiners, then Approvers. One person with the role that reviews, then another with the role that approves the task.
4-eyes-kpi Tasks are validated automatically, based on the KPIs you define.

Taking the 4-eyes task workflow as an example, the default implementation provided in Atoti Sign-Off is detailed below.

Create and publish your task definitions

Role: Manager only

Use the Task Configuration screen to define your tasks.

  1. Create task definitions individually, or prepare your task definitions in CSV to upload in bulk.
  2. Publish the task definitions to create daily tasks that will be assigned to owners and approvers.

See Create tasks and View, edit, and delete task definitions.

Process your assigned tasks

Role: the designated User/Manager

Use the Tasks screen to perform actions on the data in tasks assigned to you.

The default 4-eyes workflow is as follows:

  1. The owner starts the task for a specific date, performs any adjustments required for that day’s data and submits the task for approval.
    See:

  2. The designated approver reviews any adjustments made, then approves or rejects the task.
    See:

  3. The Export service automatically exports the data from the tasks when they are approved.

note

To change the default workflows, your administrator can modify the workflow types (that is, the actions available in the Tasks screen for a given role).

For information on the configurations available, see Customizing sign-off workflow.

Task statuses

The following diagram illustrates the operations in the approval process of the default 4-eyes workflow, together with the corresponding status transitions of the task object and the data in the task.

The following table describes the sequence of operations and status transitions for a task as it goes through the approval process:

Operation Required state of the task
Initiate sign-off NOT STARTED
Create / edit / delete manual adjustments INITIATED or REJECTED
Request approval INITIATED or REJECTED
Approve approval request PENDING
Reject approval request PENDING
Roll back Any status except NOT STARTED
Export

note

By default, this is a server task that is automatically triggered when you Approve the sign-off task.

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