What are workflows?

  • If you have dual administration set up in Commercial Banking Online, every administrative action taken by a Primary Administrator must be approved by another Primary Administrator. Every administrative action taken by an Administrator must be approved by a Primary Administrator or another Administrator. Actions taken by users who do not have an administrative role must be approved by two Administrators. 

    If you have single administration set up in Commercial Banking Online, actions taken by users who do not have an administrative role must be approved by an Administrator. 

    Some actions created by the Bank will also create a Workflow item that will need to be approved by a Primary Administrator. 


    The workflow process

     The workflow process

    When an Administrator or user makes an administrative change in Commercial Banking Online and saves it, a workflow item is automatically created and is displayed in the Workflow section of the Administration page.

    An Administrator can then review that workflow item to see the change made and approve, reject or amend the item. The Administrator or user who made the change can also decide they don’t want to go ahead with the change and cancel the workflow item. 

    Once the workflow item is approved, the change will take effect. 

    Administrative actions needing workflow approval

    The following administrative actions will automatically create a workflow item that requires approval before it can take effect in Commercial Banking Online:

    • Edit your service invoice details
    • Edit your own online user account details
    • Create new Administrators and users
    • Edit Administrators and users
    • Take action on Primary Administrators, Administrators and users, including activating, reactivating suspending or deleting their online user accounts
    • Manage Primary Administrators, Administrators and users’ security settings, including unlocking their online user accounts, resetting their passwords and telephony PINs and ordering new Security card PINs
    • Manage Administrators and users’ security devices, including ordering, cancelling, activating and suspending devices.

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    Workflow items

    If you have dual administration set up in Commercial Banking Online, a workflow item is automatically created whenever an administrative action is performed. You are notified when a workflow item has been created with a unique ID as soon as you save any change made.

    Reference number

    The unique workflow item ID lets Administrators easily find the item in the Workflow section of their Administration page. They can also search for workflow items using a number of different search terms without needing to know the workflow item ID. For example, they can search by action type, the person who created it, the last person who took action on it or the date when it was submitted for approval.

    Workflow items can have the following statuses:

    • Pending. The item’s pending approval, rejection, amendment or cancellation.
    • Pending second approval. The item's pending second approval, rejection, amendment or cancellation. 
    • Approved. The item has been approved by an Administrator and the change has taken effect.
    • Rejected. The item has been rejected by an Administrator and the change will not take effect.
    • Cancelled. The item has been cancelled by the person who made the change so it will not take effect.

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    Action groups

    User action groups are those groups of users in Commercial Banking online who can take action on specific types of Pending workflow items.

    • Primary Administrators can take action on any workflow item created as a result of an administrative change in Commercial Banking Online.
    • Administrators can take action on any workflow item created as a result of an administrative change in Commercial Banking Online that doesn’t involve a Primary Administrator or your Commercial Banking Online service invoice details.

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