TeamWork

Why Use It?

Real-time Communication

• Users can discuss Sage 300 transactions instantly, reducing delays in approvals or updates.

Improved Collaboration

• Teams across different departments, including those who don't use Sage 300, can coordinate efficiently in a single chat platform, reducing the need for back-and-forth emails.

Better Tracking and Documentation

• Conversations can be logged in a structured way, and referenced later, to track decisions related to Sage 300 transactions.

Remote Accessibility

• Employees can participate in chats and approvals, and access updates, from anywhere: via mobile or desktop chat apps or in Sage 300 screens.

TeamWork Components

• The AutoSimply Chat mobile app (aka A/C Chat)
• Orchid Extender (Runtime or Developer) for configurable workflows
• Orchid Notes for displaying chats (and hyperlinks for opening documents saved within a chat) on Sage 300 desktop screens

Optionally: combine with Orchid Document Management Link (DML) to link to other relevant documents from Sage 300.

TeamWork applies to:

• Batches (G/L journals, A/P Invoices, A/R Invoices)
• Transaction headers (Sales Orders, Purchase Orders, I/C Transactions)
• Master files (New customer, new vendor, new item, change of fields)

Using TeamWork

• Once enabled and configured, users create and update records in Sage 300 as usual. 
• When the record is saved, the workflow triggers and evaluates if the record needs approval based on the configured rules.
• If no approval is required, the workflow auto-completes, with all relevant details logged. If approval is required, notifications are sent to the users.
• Users can approve in the Chat App or on the Extender workflow console. For many records, TeamWork users can also chat about the record.
• Details are saved in Sage 300 and are visible to users in the Notes tray.
• All approvals, chats and status are saved in Sage 300 workflow logs.

Configurable Workflows

Orchid's Workflow Rules Engine, included with Extender, lets you configure workflows based on your business needs. You can configure:

• What you need to approve (for relevant Sage 300 records)
• How to determine if the approval is required (conditions)
• Who approves (up to 5 approvers, sequential or parallel)

Supported Workflow Templates

Configurable Approval and/or Notification templates are provided for many common Sage 300 workflow scenarios. See examples below. (Refer to Online Help for the definitive current list, plus workflow attributes.)

Accounts Payable

• New Vendor; Vendor Payment Terms change; Invoice Batch; Payment Batch

Accounts Receivable

• New Customer; Customer Credit Limit change; Invoice Batch

General Ledger

• New GL Account; Journal Batch

Inventory Control

• New Item; Internal Usage; Stock Transfer; Shipments; Receipts; Adjustment; Receipt; Shipment; New Location

Order Entry

• Sales Order; Quote; New Shipment

Purchase Order

• Purchase Order; Purchase Requisition

Others

• Return Material Authorizations: RMA Completion Approval
• Manufacturing: Order Entry; BOM Approval
• AC Chat: Time Record, Expense, Leave Approval

The TeamWork App (AutoSimply Chat)

AutoSimply Chat (also referred to as AC Chat) is designed specifically for smartphones or tablets. When used as part of TeamWork for Sage 300, it includes:

• Chat functionality
• Workflow functionality (a streamlined alternative to the classic version of the Orchid Extender Workflow Console.)

The AutoSimply Chat app can be installed from your device's App Store (Google Play, Apple Store, Microsoft Store)

TeamWork Use Cases

• Great for fast-paced environments, e.g. supply chain.
• Sales Operation team updates the Sales Order status, and warehouse personnel update the pick status.
• Drivers update shipment status and save proof of delivery images, automatically triggering invoicing.
• Customer, Vendor, and Item feedback is entered by and shared between sales, purchasing, and warehouse personnel.
• Request I/C stock usage or I/C Transfer from a chat without logging into Sage 300.
• Approve a Customer Credit Limit change.
• Request the approval of a G/L batch or new G/L account.
• Request and approve a purchase requisition.