Intended workflow for ToDos

ERPNext Support
1

Hello all,

we have increasingly been using the ToDo feature in ERPNext 14, both via explicit creation of ToDos and allocating them to users (“Allocated To” field) and via assigning various doctype items using the sidebar. Overall this is working fine.

However there is one UX issue that I would like to solve somehow that is maybe rooted in us not using an optimal workflow. Here is an example:

  1. We manually create ToDos for our back office user with purchase invoices in PDF or JPEG form, sometimes with an explanation. The invoice files are attached via the attachment feature. The back office user gets a notification for that and can start working on the invoices.
  2. The back office user (who has the appropriate permissions set, which need to be quite exhaustive and requires the role “Accounts Manager” in factory settings, this seems quite excessive to me) creates purchase invoices for the PDFs and JPEGs. This includes adding the supplier, etc., everything that is done in the Purchase Invoice screen. When they are finished with an invoice, they assign another user to review the ERPNext Purchase invoice.
  3. If the ERPNext purchase invoice is correct, the reviewing user submits it. If not, the issues are resolved via comments on the Purchase Invoice.
  4. After submitting, the reviewing user manually closes the ToDo that links to the submitted Purchase Invoice. Also, they or the back office user might also close the original ToDo with the PDF/JPEG assignment if all have been submitted as Purchase Invoices.

Is there any way we can take better advantage of builtin features to eliminate the tedious step 4? I am asking this primarily to better understand some of the aspects of how ToDos were intended to be used and if I write custom code, that it is aligned with that.

ToDo Auto status changed to close asked a similar question.

Also, what is the best practice for creating a “Purchase Invoice Accountant” like my back office user? I extended the Purchase User via Role Permissions since we are a service company and do not have a separate purchasing department, but the user can still do everything in “Buying” without having full access to “Accounting”. Is that the right way to go?

Thank you a lot in advance.

Kind Regards
Markus

2

I will recommend you create Workflows instead of using Todos

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