Compare each action’s condition
Open the custom Purchase Order workflow in view mode, select the approval state and inspect each action’s details. An email action’s location filter does not automatically become a condition on an Add Button action.
In this example, two Entry email actions list different Location (Main) values. The Approve Add Button action under Before Record Load instead shows six named users Or User Role = Administrator. That comparison establishes the displayed action conditions. Record access, workflow-level conditions and transition rules still need separate inspection before drawing conclusions about who can approve a purchase order.
Before you start
You need permission to view workflow definitions and an existing custom Purchase Order approval workflow. Its state names, recipients and action conditions will depend on your account. Menus, hover details and Edit availability can vary by role and interface version. This is a configuration review; the walkthrough does not create or approve a purchase order.
The example workflow is Regional PO Approval, with a state named Regional Approval. Alex Morgan and Example Supply Co. are fictional example identities. The remaining names and locations are example data too.
01 · Open the existing workflow
Go to Customization > Workflow > Workflows, or use the workflow list available in your role. Click Regional PO Approval in the Name column.
Check the summary. Record Type is Transaction (Purchase Order) and Release Status is Released. The toolbar offers Edit; leave it unselected to stay in the view workspace.
Select Regional Approval in the diagram. The panel lists Actions (6). Under Entry, find the two Send Email actions. Under Before Record Load, find Approve, Reject and Lock Record.
Selecting a diagram state selects its configuration. It does not show that a transaction has entered that state.
02 · Read both email conditions
Hover over the first Send Email action. Its parameters list Maya Cole as a configured recipient. Its Condition lists seven Location (Main) values, from 110 Tacoma Depot through 170 Bend Depot.
Hover over the second email action. This one lists Ethan Reed as a configured recipient and the location values 210 Mesa Depot and 220 Tucson Depot. Each email has its own condition.
Main belongs to the Location (Main) field label. It is not another location value. These cards show recipient settings and trigger conditions; they do not prove that either email was sent or delivered.
03 · Compare the Approve condition
Under Before Record Load, hover over Approve. The detail card identifies Add Button, Label: Approve and a Condition containing six named users Or User Role = Administrator.
No location expression is visible in the displayed condition card. Do not infer that every listed user can approve every location: other workflow conditions, transaction access and the button’s transition can still restrict the outcome.
04 · Leave the configuration unchanged
Move the pointer away to dismiss the card. Leave Regional Approval selected with its six actions and keep Edit unselected. No save or approval action is needed for this review.
For a further configuration review, inspect workflow-level initiation conditions and the Approve transition’s condition separately. To establish runtime behavior, use a specific purchase order and the workflow information or history available to your role. Confirm its actual workflow state and recorded action or transition result. This walkthrough stops at the displayed action conditions.
Common questions
Does a location filter on Send Email restrict the Approve button?
Inspect the Add Button action’s own condition and the rest of the workflow. A condition on Send Email does not automatically apply to a separate action. The displayed Approve condition here contains user and role criteria.
Does Or User Role = Administrator require the user to be named too?
In the displayed Or expression, either the named-user branch or the Administrator-role branch can satisfy this action condition. Other workflow and access restrictions remain separate.
Does Released prove that this purchase order has entered Regional Approval?
Released describes the workflow definition’s release status. Selecting Regional Approval in the designer only selects the state’s configuration. Check transaction and execution evidence to establish an actual instance’s state.
Does the email detail card prove the recipient received a message?
The card shows configured parameters and a condition. It does not prove that the action executed, that a message was generated or that the configured recipient received it. No email is sent in this walkthrough.
Why inspect Before Record Load?
It identifies the trigger configured for the Add Button action in this example. The trigger and the action’s own condition are both relevant when investigating button behavior. The designer inspection alone does not verify the button on an actual purchase order.