Set up a sequence of workflow users

Before you can create approval workflows, you must set up the users who can submit requests and their approvers. For example, you can specify who receives a notification to act on a workflow step. You set up approval workflow participants on the Approval User Setup page. Learn more at Set Up Approval Users.

On the Workflow User Groups page, you can specify where a participant engages in an approval workflow by entering a number in the Sequence No. field. For example, you can specify that users engage in a sequential order, such as a chain of approvers. You can also specify a flat list of approvers by entering the same number. In the latter case, only one of the approvers must approve a request.

When you set up users for approval workflows, it's important that the same user isn't both a requestor and an approver in a workflow user group. When a user is both a requestor and an approver, approvals work for them as follows:

  • Their requests are always approved automatically.
  • If there are multiple approvers, only the approvers with a higher sequence number in the workflow user group can change the status of a request to Approved. Approvers with a lower sequence number can approve requests, however, their approvals won't affect the status of a request.

To set up a workflow user group

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Workflow User Groups, then choose the related link.

  2. Choose the New action. The Workflow User Group page opens.

  3. In the Code field, enter a maximum of 20 characters to identify the workflow.

  4. In the Description field, describe the workflow.

  5. On the Workflow User Group Members FastTab, fill in the fields on the first line, as described in the following table.

    Field Description
    User Name Specify the user who takes part in a workflow.

    The user must exist on the User Setup page. Learn more at Assign Permissions to Users and Groups.
    Sequence No. Specify the order in which the workflow user engages in a workflow relative to other users. This field can specify, for example, when the user approves relative to other approvers by setting up the Workflow User Group option in the Approver Type field on the related workflow response.


    Typically, sequence numbers are sequential for users in a workflow user group. However, multiple users can have the same sequence number. When that's the case, only one of the users must approve a request before the workflow goes to the next step. For example, if user A and user B are both number two in the sequence, the workflow goes to the step three when when either user A or user B approves the request.

  6. Repeat step 5 to add more workflow users to the workflow user group.

See also

Set Up Approval Users
Setting Up Approval Workflows
Use Approval Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow

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