(Grid Behaviours) Procurement Request Workflow using Grid Behaviours
This document describes how the Grid Behaviours feature can be applied in a Procurement Request Workflow within a Facilities or Administration team. It outlines how different user groups interact with the grid across issue statuses to control data editing and access. The purpose is to enhance clarity, data integrity, and accountability across departments.
You will also learn how to use several features in TGNG app such as:
Introduction
In many organizations, procurement requests involve multiple stakeholders—from requesters to procurement and finance teams. Using a Jira issue with a grid to capture itemized purchase requests allows for structured, centralized management.
The Grid Behaviours feature ensures that only the appropriate users can modify grid content at each step of the request process, based on issue status and user group. This prevents accidental edits and ensures a clean audit trail.
Prerequisites
User logged into their account, installed Table Grid Next Generation App
User created a related company-managed project and issue
Workflow with the following custom issue statuses:
RequestingUnder ReviewApprovedPaid
Jira Instance includes the following custom user group:
Procurement TeamFinance Team
User who configures grid had the admin role on Jira
Post-condition
Grid content reflects finalized procurement data.
Each stakeholder group has had the opportunity to contribute or review based on their role and permissions.
User can download/upload the Configuration for personal usage.
Conditions
Required fields are marked with a red asterisk *.
Each grid must contain at least 1 column, or else it will show the pop-up message “table-config-column-config-required”.
Use Case Flow Diagram
Configure Grid “Procurement Request”
You can download this grid configuration for practice:
Basic Flow
Actions | |
|---|---|
| 1 | Click Add Grid in Grids section  |
| 2 | Fill information for Name = “Procurement Request” |
| 3 | In Configuration - Column, click |
| 4 | In Add Column, choose String in Column type User fill information for Identifier and Title Type “itemname“ as Identifier and type “Item Name” as Title Click Add button to save the column information  |
| 5 | In Configuration - Column, click |
| 6 | In Add Column, choose Integer in Column type User fill information for Identifier and Title Type “quantity“ as Identifier and type “Quantity” as Title Click Add button to save the column information  |
| 7 | In Configuration - Column, click |
| 8 | In Add Column, choose Number in Column type User fill information for Identifier and Title Type “unitprice“ as Identifier and type “Unit Price ($)” as Title Click Add button to save the column information  |
| 9 | In Configuration - Column, click |
| 10 | In Add Column, choose Formula in Column type User fill information for Identifier and Title Type “totalprice“ as Identifier and type “Total Price ($)” as Title  In Formula expression, type: return $(quantity) * $(unitprice); In Aggregation operation, select “sum” to display sum of the Total column in the grid and type “Total” as summary label  Click Add button to save the column information |
| 11 | In Configuration - Column, click |
| 12 | In Add Column, choose String in Column type User fill information for Identifier and Title Type “supplier“ as Identifier and type “Supplier” as Title Click Add button to save the column information  |
| 13 | In Configuration - Column, click |
| 14 | In Add Column, choose String in Column type User fill information for Identifier and Title Type “notes“ as Identifier and type “Notes” as Title Click Add button to save the column information  |
| 15 | Click Save button to save the gird configuration  |
Exceptional Flow
Users click “Cancel” while saving the config
Continued from step #15 in the Basic Flow:
Step | Description |
16 | The system will automatically come back to the “Grids” page |
Use case stops. | |
Configure Grid Behaviours in grid “Procedure Request”
Overview
We have to create 3 grid behaviours
Name | Attribute | Issue Status | Restriction | User/Group | |
|---|---|---|---|---|---|
| 1 | Under review - Editable by Procurement Team | editable | UNDER REview | Group | procurement-team |
| 2 | Approved - Editable by Finance Team | editable | approved | Group | finance-team |
| 3 | Read-only for remaining cases | read-only | UNDER REview approved paid | Everyone | -- |
Steps
Actions | |
|---|---|
| 1 | Click Edit in grid “Procedure Request”  |
| 2 | Click Grid Behaviours tab  |
| 3 | Click “Add Grid Behaviours” button  |
| 4 | Add grid behaviour “Under review - Editable by Procurement Team” Attribute: select “Editable” Issue Status: select “Under review” Restriction: select “Groups” Groups: select “procedurement-team”  Click Save to add grid behaviour |
| 5 | Click Add to add new grid behaviour |
| 6 | Add grid behaviour “Approved - Editable by Finance Team” Attribute: select “Editable” Issue Status: select “Approved” Restriction: select “Groups” Groups: select “finance-team”  Click Save to add grid behaviour |
| 7 | Click Add to add new grid behaviour |
| 8 | Add grid behaviour “Read-only for remaining cases” Attribute: select “Read-only” Issue Status: select “Under review”, “Approved”, and “Paid” Restriction: select “Everyone”  Click Save to add grid behaviour |
| 9 |  Click Save to save the grid configuration |
Use the “Procurement Request” grid in a Jira Project
Requester View
Open Portal Channel and select “Procurement Request”
Type Summary, fill in the grid, and click Send
Service Desk Team View
Service Desk Team receive requests in status requesting
Start the process of procurement request by changing the status to UNDER REVIEW
Procurement Team View
In status under review , only Procurement Team can edit the grid
If the request is approved, Procurement Team will change status to Approved
Finance Team View
In status approved , only Finance team can edit the grid
If the request is paid, Finance Team will change status to paid
All Users View
When the issue status is Paid, no one can edit the grid anymore.
Conclusion
Using Grid Behaviours with a structured workflow allows organizations to streamline procurement processes while ensuring data integrity and access control. By tying grid permissions to issue statuses and user groups, it becomes easier to enforce accountability and create a reliable, auditable record of procurement activities.
We hope this setup makes your work smoother and clearer whether you're submitting, reviewing, or approving requests. Grid Behaviours are here to reduce confusion and help everyone stay on track.