Workflow Channels
Introduction
By default, a Workflow Profile treats all data for an entity as a single unit — one import, one certification. Workflow Channels let you split a profile into independent tracks, each governing a subset of accounts. This enables phased processing where, for example, revenue accounts can be certified independently from expense accounts.
What Channels Are
A Channel is a named partition within a Workflow Profile. Each channel:
- Is associated with a set of Account dimension members (via a member filter or tag)
- Has its own independent workflow status, locking, and certification
- Appears in the OnePlace task bar as a channel selector — users pick which channel they are working on
Channels do not create new profiles. They subdivide an existing profile so that different account groups move through the workflow independently.
When to Use Channels
Phased close — Revenue certified by Day 3, Expenses by Day 5, Adjustments by Day 7. Each channel hits its deadline without waiting for the others.
Different data sources — Payroll from an HR system (Channel 1), Revenue from an ERP (Channel 2). Each channel can have its own import configuration and schedule.
Separate ownership — Different teams own different account groups within the same entity. Channel-level status lets each team track progress without stepping on the other.
Configuration
Setting up channels involves three steps:
- Define channels on the Workflow Profile — Give each channel a name and description.
- Tag Account dimension members — Assign accounts to a channel using member properties or a filter expression.
- Assign channels to Input child profiles — Each Import or Forms child profile can be associated with a specific channel, so data flows into the correct track.
The same entity can have different channels certified at different times.
Independent Status and Certification
Each channel tracks its own status independently:
- Certification is per-channel — certifying the Revenue channel does not affect the Expenses channel.
- Locking follows channels — a locked Revenue channel still allows data entry into Expenses.
- Aggregate status — the overall profile status reflects all channels. All channels must be certified for the profile to show as fully certified.
This independence is what makes phased close processes practical. Teams working on earlier channels can lock down and certify their data while later channels are still open for entry.
Channels vs. Separate Profiles
| Factor | Channels | Separate Profiles |
|---|---|---|
| Same entity, different account groups | Good fit | Overkill |
| Different entities entirely | Overkill | Good fit |
| Need independent security per group | Not supported — channels share profile security | Good fit |
| Need independent certification timeline | Supported | Supported |
| Complexity tolerance | Lower — single profile to manage | Higher — more profiles to manage |