How to Configure Workflow Activities in iDempiere
The Workflow Activities window in iDempiere displays pending tasks assigned to a user as part of a document workflow, such as sales order or purchase order approvals. Completing activities here directly affects when orders, invoices, or shipments move forward, keeping transactions from stalling and approval reporting accurate.
Process Flow
Business Rules
- Only activities assigned to the logged-in user or role appear in the grid.
- An activity stays listed until its workflow node is completed or forwarded.
- The window shows “You have no Activities” when nothing is pending.
- Forwarding an activity reassigns it to another user for action.
- History records show the workflow path an activity has followed so far.
- The Answer field is required only when the node expects a user decision.
- The refresh icon reloads the current list of active activities.
Prerequisites
- Workflow defined and attached to a document type (e.g., Sales Order, Purchase Order).
- User assigned to the role or responsible party set on the workflow node.
- Document submitted for approval so a workflow instance is generated.
- Role and Organization access configured for the approver.
Navigation
Menu → Workflow → Workflow Activities
Configuration Steps
Step 1: Verify Role Access to Workflow Activities
Open the Role window, confirm “Workflow Activities” is included in the role’s menu tree under Window Access, and save.\
Step 2: Review the Activity List
Open Workflow Activities. The grid shows Priority, Node, and Summary for every pending item assigned to the current user.
| Field | Sample Value | Description |
| Priority | Medium | Indicates urgency of the pending activity |
| Node | Approval | Workflow step currently awaiting action |
| Summary | PO 100001 pending approval | Short description of the related document |
Step 3: Review Activity Details
Select a row in the grid. The detail panel loads Node, Description, Help text, and History records for that specific activity.
| Field | Sample Value | Description |
| Node | Approval | Current workflow step name |
| Description | Approve Purchase Order | What action the step requires |
| Help | Approve if PO is within budget | Guidance text shown to the approver |
| History records | Prepared → Submitted → Approval | Path the activity has followed so far |
Step 4: Enter an Answer and Complete or Forward
Set the Answer field if the node requires one, add an optional Messages note, use Forward to reassign, then click the checkmark to complete or the refresh icon to reload the list.
| Field | Sample Value | Description |
| Answer | Yes | Approver’s decision for the node |
| Messages | Approved, proceed to shipment | Optional note recorded with the activity |
| Forward (Optional) | Store Manager | Reassigns the activity to another user |
Note: The checkmark button completes the activity using the current Answer; the blue refresh button only reloads the list and does not submit any decision.
Common Issues and Resolutions
| Issue | Cause | Resolution |
| No activities showing | User is not the responsible role for any workflow node | Verify the workflow node’s responsible user or role matches the approver |
| Cannot complete activity | Answer field is required but left empty | Select a valid Answer before clicking the checkmark |
| Activity stuck at same node | Approver role missing organization access | Grant the approving role access to the relevant Org |
| Forward not working | Forward field left blank on submit | Select a valid user in Forward before confirming |
| Duplicate activities appear | Workflow re-triggered after a document change | Reprocess the document or review the workflow definition |
| Wrong approver receives task | Incorrect responsible type on the workflow node | Correct the Human/Role assignment in the Workflow window |
| Window missing from menu | Role does not have Workflow Activities window access | Add the window to the role’s menu tree and save |
Next Steps
- Configure the Workflow window to define approval nodes and responsible roles.
- Set up Document Types linked to workflows that require approval.
- Confirm Role and Organization access for all approvers.
- Review the Workflow Process Monitor for activities stuck in progress.