{"id":22490,"date":"2026-08-04T10:59:26","date_gmt":"2026-08-04T10:59:26","guid":{"rendered":"https:\/\/tenthplanet.in\/idempiere\/?p=22490"},"modified":"2026-08-13T04:50:14","modified_gmt":"2026-08-13T04:50:14","slug":"how-to-configure-workflow-responsible-in-idempiere","status":"publish","type":"post","link":"https:\/\/tenthplanet.in\/idempiere\/how-to-configure-workflow-responsible-in-idempiere\/","title":{"rendered":"How to Configure Workflow Responsible in iDempiere"},"content":{"rendered":"\n

Workflow Responsible is a setup window in iDempiere that defines who resolves a step in a workflow, such as a Service Request approval or escalation.<\/p>\n\n\n\n

It is used wherever a workflow is built, including Service Request routing, document approvals, and other automated business processes.<\/p>\n\n\n\n

The responsible party assigned here decides which user, role, or organization receives the pending task, directly affecting how quickly transactions move forward.<\/p>\n\n\n\n

Process Flow<\/strong><\/h2>\n\n\n\n
\"TenthPlanet-iDempiere-SystemAdmin-WorkflowResponsible-ProcessFlow\"<\/figure>\n\n\n\n

Business Rules<\/strong><\/h2>\n\n\n\n
    \n
  • Each Workflow Responsible record represents one way of resolving a workflow step.<\/li>\n\n\n\n
  • Responsible Type decides who acts on the step: Human, Manual, Organization, or Role.<\/li>\n\n\n\n
  • Human type requires a specific User or Contact to be selected for the task.<\/li>\n\n\n\n
  • Manual type requires a person to open and action the step; no fixed user is assigned.<\/li>\n\n\n\n
  • Organization type sends the task to the supervisor of the transaction’s organization.<\/li>\n\n\n\n
  • Role type sends the task to every user holding the selected role.<\/li>\n\n\n\n
  • Overridden WF Responsible replaces the default responsible record when set.<\/li>\n\n\n\n
  • Inactive records cannot be selected when building or running a workflow.<\/li>\n\n\n\n
  • Invoker and Organization are ready-made system records and should not be edited.<\/li>\n<\/ul>\n\n\n\n

    Prerequisites<\/strong><\/h2>\n\n\n\n
      \n
    • Organization structure set up, for Organization type routing.<\/li>\n\n\n\n
    • Roles created, for Role type assignment.<\/li>\n\n\n\n
    • Users or Business Partner contacts set up, for Human type assignment.<\/li>\n\n\n\n
    • A workflow, such as the Service Request workflow, ready for a responsible node.<\/li>\n<\/ul>\n\n\n\n

      Navigation<\/strong><\/h2>\n\n\n\n
      Menu \u2192 System Admin \u2192 General Rules \u2192 Workflow \u2192 Workflow Responsible<\/code><\/pre>\n\n\n\n
      \"TenthPlanet-iDempiere-SystemAdmin-WorkflowResponsible-1\"<\/figure>\n\n\n\n
      Opening the window shows the list of existing responsible records, including the ready-made Invoker and Organization records, along with the toolbar to add a new record.<\/p>\n\n\n\n
      \"TenthPlanet-iDempiere-SystemAdmin-WorkflowResponsible-2\"<\/figure>\n\n\n\n
      Configuration Steps<\/strong><\/h2>\n\n\n\n
      Step 1: Create a New Responsible Record<\/strong><\/h3>\n\n\n\n
      A new record is needed whenever a workflow, such as a Service Request approval, needs a dedicated person or group to act on it.<\/p>\n\n\n\n
      Instructions<\/strong><\/h3>\n\n\n\n
      Click New, enter a Name and Description, keep Active checked, and confirm Entity Type shows “User maintained”.<\/p>\n\n\n\n
      Field<\/strong><\/td>Sample Value<\/strong><\/td>Description<\/strong><\/td><\/tr><\/thead>
      Name<\/td>Service Desk Supervisor<\/td>Identifies the responsible record<\/td><\/tr>
      Description<\/td>Handles Service Request escalations<\/td>Explains when the record is used<\/td><\/tr>
      Active<\/td>Checked<\/td>Makes the record available for selection<\/td><\/tr>
      Entity Type<\/td>User maintained<\/td>Marks the record as customer-created<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      Step 2: Select the Responsible Type<\/strong><\/h3>\n\n\n\n
      The Responsible Type decides how iDempiere finds the actual person or group when the workflow step runs.<\/p>\n\n\n\n
      Instructions<\/strong><\/h3>\n\n\n\n
      Open the Responsible Type field and choose Human, Manual, Organization, or Role based on who should handle the step.<\/p>\n\n\n\n
      Field<\/strong><\/td>Sample Value<\/strong><\/td>Purpose<\/strong><\/td><\/tr><\/thead>
      Responsible Type<\/td>Human<\/td>Assigns the step to one named user or contact<\/td><\/tr>
      Responsible Type<\/td>Manual<\/td>Waits for any authorized person to action it<\/td><\/tr>
      Responsible Type<\/td>Organization<\/td>Assigns the step to the organization supervisor<\/td><\/tr>
      Responsible Type<\/td>Role<\/td>Assigns the step to everyone holding the role<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      Step 3: Assign the User, Role, or Organization<\/strong><\/h3>\n\n\n\n
      Human and Role based steps need an actual person or group behind them so the task lands in the right inbox.<\/p>\n\n\n\n
      Instructions<\/strong><\/h3>\n\n\n\n
      For Human type, select the User\/Contact field. Role type routes automatically to role holders. Organization type uses the transaction’s organization supervisor. Manual type needs no further assignment.<\/p>\n\n\n\n
      Field<\/strong><\/td>Sample Value<\/strong><\/td>Purpose<\/strong><\/td><\/tr><\/thead>
      User\/Contact<\/td>Priya Menon<\/td>Names the person responsible when type is Human<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      Step 4: Set Overridden WF Responsible (Optional)<\/strong><\/h3>\n\n\n\n
      This lets a supervisor redirect a step to a different responsible record without changing the workflow definition itself.<\/p>\n\n\n\n
      Instructions<\/strong><\/h3>\n\n\n\n
      Select an existing Workflow Responsible record in the Overridden WF Responsible field to replace the default routing for that record.<\/p>\n\n\n\n
      Field<\/strong><\/td>Sample Value<\/strong><\/td>Purpose<\/strong><\/td><\/tr><\/thead>
      Overridden WF Responsible<\/td>Service Desk Manager<\/td>Redirects the task to another responsible record<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      \"TenthPlanet-iDempiere-SystemAdmin-WorkflowResponsible-3\"<\/figure>\n\n\n\n
      Common Issues and Resolutions<\/strong><\/h2>\n\n\n\n
      Issue<\/strong><\/td>Cause<\/strong><\/td>Resolution<\/strong><\/td><\/tr><\/thead>
      Workflow step not appearing in the inbox<\/td>Responsible Type is Human but no User\/Contact is selected<\/td>Assign a valid user or contact to the record<\/td><\/tr>
      Task assigned to the wrong person<\/td>Organization type record used with the wrong Organization<\/td>Confirm the transaction Organization matches the intended routing<\/td><\/tr>
      New responsible record missing from the workflow editor<\/td>Record saved as Inactive<\/td>Activate the record by checking the Active box<\/td><\/tr>
      Role-based task never received<\/td>User is not assigned to the selected Role<\/td>Add the user to the Role in the Role window<\/td><\/tr>
      Manual step stays pending indefinitely<\/td>No one has opened and actioned the step<\/td>Ask the approver to open and complete the pending item<\/td><\/tr>
      Overridden responsible not taking effect<\/td>Overridden WF Responsible field left blank<\/td>Select a valid responsible record to override the default<\/td><\/tr>
      Confusion between similar responsible records<\/td>Multiple records created with similar names<\/td>Standardize naming and deactivate duplicate records<\/td><\/tr>
      Ready-made records behaving unexpectedly<\/td>Invoker or Organization record was edited by mistake<\/td>Restrict changes to Dictionary records; create new records instead<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
      Next Steps<\/strong><\/h2>\n\n\n\n
        \n
      • Workflow window \u2013 build the workflow and link each node to a Workflow Responsible record.<\/li>\n\n\n\n
      • Role window \u2013 create or update roles used for Role type routing.<\/li>\n\n\n\n
      • User\/Contact setup \u2013 add application users or Business Partner contacts for Human type routing.<\/li>\n\n\n\n
      • Document Type window \u2013 confirm the document type that triggers the workflow, such as Service Request.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"
        Workflow Responsible is a setup window in iDempiere that defines who resolves a step in a workflow, such as a […]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[10,91],"tags":[],"class_list":["post-22490","post","type-post","status-publish","format-standard","hentry","category-idempiere-product","category-idempiere-general-rules"],"_links":{"self":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/22490","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/comments?post=22490"}],"version-history":[{"count":3,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/22490\/revisions"}],"predecessor-version":[{"id":22590,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/posts\/22490\/revisions\/22590"}],"wp:attachment":[{"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/media?parent=22490"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/categories?post=22490"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/tenthplanet.in\/idempiere\/wp-json\/wp\/v2\/tags?post=22490"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}