This guide provides a comprehensive walkthrough to set up a Budget Owner approval workflow. Configuring this workflow ensures approval documents are efficiently routed to the appropriate Budget Owner, based on the selected budget and associated transactions.
Prerequisites
Admin Access: Ensure you have admin privileges to configure workflows.
Budget and Owner Setup: Verify that all relevant budgets have been created, and Budget Owners are assigned in the system.
Step-by-Step Instructions
Step 1: Access the Admin Panel
Log in to your account.
Navigate to the Admin section.
Step 2: Verify Budget Configurations
Go to Budgets, on the left side menu.
Confirm that the budgets you want to include in the workflow have been assigned with a Budget Owner.
Step 3: Navigate to Workflow Configurations
In the Configurations section, select Manage Workflows.
This is where you can view, edit, clone, or create workflows.
Step 4: Add a New Workflow
Click the Add New Workflow button to open the workflow creation interface.
Step 5: Configure Workflow Details
Workflow Name: Enter a descriptive name, such as “Budget Owner Workflow.”
Workflow Scope: Select the document type(s) this workflow will apply to. The available options include:
Invoice
PO Invoice
Expense Request
Purchase Order (PO)
Request
All (if the workflow applies to all document types).
Step 6: Set Entry Conditions
If you want the workflow to trigger only under specific conditions (e.g., specific budgets, departments, or amounts), configure these under Entry Conditions.
If no specific conditions are required, select All to apply the workflow universally.
Step 7: Add Approval Levels
Click Add Level to define the approval stages.
Select Budget Owner as the approver type. This ensures that requests related to specific budgets are routed to the assigned Budget Owner.
Step 8: Save and Activate
Review all workflow details to ensure accuracy.
Click Save and then Submit to activate the workflow.
FAQs
What is Workflow Scope?
The workflow scope determines the document types the workflow applies to, such as Invoice, PO Invoice, Expense Request, PO, or Request. Selecting All applies the workflow to all document types.
Can I edit a workflow after creation?
Yes, workflows can be modified at any time through the Manage Workflows section.