How Workflow to Tenant Process Works in iDempiere

Workflow to Tenant is a system process in iDempiere that moves workflow customizations made at the System level down to a specific Tenant.

It is used whenever a business modifies a standard workflow, such as an approval flow or setup sequence, and needs those changes to apply only to their own company.

This process ensures tenant-specific approval steps and business rules work correctly during daily transactions, without affecting other tenants sharing the same installation.

Process Flow

Business Rules

• Only workflow elements created at the System level can be moved to a Tenant.
• Tenant and Workflow selection are mandatory before running the process.
• Standard iDempiere and Dictionary workflow elements are excluded from the move.
• The process can run immediately or be queued as a background job.
• A confirmation message shows the total number of workflow elements updated.
• Once moved, the workflow becomes exclusive to the selected Tenant.

Prerequisites

• Tenant (Organization) already configured in the system.
• Workflow created and customized at the System level.
• Login access with System Administrator role.
• Workflow nodes and transitions completed before moving.

Navigation

Menu → System Admin → General Rules → Workflow → Workflow to Tenant

After opening the window, the user sees a simple parameter screen with Tenant, Workflow, and Run as Job fields, along with OK and Cancel buttons.

Configuration Steps

Step 1: Select the Tenant

This step identifies which company should receive the customized workflow.

Instructions

Click the Tenant field and choose the tenant from the list. This field is required and determines who owns the copied workflow.

Field Reference

Field	Sample Value	Description
Tenant	POTS	Tenant that will receive the customized workflow elements

Step 2: Select the Workflow

This step defines which workflow needs to be moved to the tenant.

Instructions

Click the Workflow field and select the workflow that contains system-level changes to move to the tenant.

Field Reference

Field	Sample Value	Description
Workflow	Business Partner Setup	Workflow to be moved from System level to Tenant level

Step 3: Choose the Run Mode

This step lets the user decide whether to run the process immediately or in the background.

Instructions

Tick Run as Job to process large workflows in the background, or leave it unchecked to run the process immediately.

Field Reference

Field	Sample Value	Description
Run as Job	Unchecked	Runs the process immediately instead of queuing it as a scheduled job

Step 4: Execute the Process

This step triggers the process that moves all workflow elements to the selected tenant.

Instructions

Click OK to start the move. A confirmation message displays the number of workflow elements updated for the tenant.

Note: Running this process again for a workflow already moved to the tenant will not create duplicate elements; it reports zero updates.

Common Issues and Resolutions

Issue	Cause	Resolution
Workflow list is empty	No workflow customizations exist at the System level	Verify the workflow was created or modified while logged in at System level
“Mandatory field” error on OK	Tenant or Workflow field left blank	Select both required fields before clicking OK
Zero elements updated after running	Workflow already belongs to the tenant, or is a standard workflow	Confirm the workflow ownership and type before repeating the process
Access denied when opening the window	User role does not have System Administrator rights	Log in with a System Administrator role to access this process
Workflow nodes missing after the move	Related node conditions were created under a different workflow	Review and move dependent workflow elements separately
Moved workflow not visible at tenant level	Menu or window cache not refreshed	Log out and log back in, or refresh the workflow window
Process appears to run twice with no new changes	Process executed more than once for the same workflow	Check the existing tenant workflow before rerunning the process

Next Steps

• Review the moved workflow under the Workflow window.
• Assign the tenant workflow to the relevant Document Type.
• Test the workflow with a sample transaction for the tenant.
• Set up workflow responsible users and notifications.