Set up workflows

1. Go to Configuration - Workflows.
2. Click under the document type where you want to add a new workflow.
3. Enter a name for the new workflow and press Enter.

To delete an existing workflow, hover over the workflow line and click the Delete button.

1. Go to Configuration - Workflows.
2. Click the workflow which you want to edit or click the Edit button next to it.
3. Optional: Change the Name of the workflow.
4. Select or deselect Active to decide whether or not this workflow should be used for incoming documents.
5. If available: Select the check box Allow editing by the initial approver (if given) if you want the initial approver, defined when sending the document, to be allowed to edit. If you select this option but no initiator is provided, this will be skipped.
6. If available: Select the 4-eyes approval check box if you want to ensure that the document is seen and approved by at least two different persons before it can be considered approved.

   Selecting this option will add a fallback step at the end of the workflow, where you must define at least two people who will receive the task only if the document is approved by only one person. That one person will be excluded from this list. Only one of the remaining approvers needs to give their approval before the document is considered approved.

7. Define the steps.
   See How to edit steps below for more information.
8. Click Save.
9. Test the set up using the workflow simulator.
   See How to use the simulator below for more information.
   

The procedure below assumes that you are in the Edit workflow window. See How to configure or edit a workflow above for information on how to access this window.

A workflow may consist of several steps which can have one or more approvers. A step can be skipped under specific circumstances. For example, documents with a high amount may require approval by team leader, department manager and CEO, whereas documents with a small amount only require approval by team leader.

1. Go to the step you want to edit or click Add new step.
2. Optional: Change the Step name.
3. Define if the step is conditional.
   This means if the step can be skipped based on the amount of the document. To activate:
   1. Select Step condition.
   2. Select one of the following options:
      
      • Below the limit
      • Above the limit
      • Between the limits
   3. Select the limit from the drop-down if it already exists. If not:
   1. Click Change the limits.
   2. Click in the upper part of the pop-up window.
   3. Enter a name for the limit and click Save.
   4. Select the limit name.
   5. Click in the lower part of the pop-up window.
   6. Select a currency.
   7. Enter an amount.
   8. Click Save.
   9. Click OK to close the pop-up window.

4. Choose how the approvers are selected under Approve Invoices by.

   You can create multiple rules by clicking . This way, in the same step, you can find approvers in different ways based on for example amount limits.

5. Select if This rule depends on amount limit if you want to skip this rule based on certain amounts. See the instructions under step 2 in this list for information on how to do this.
6. If available: choose whether you want to Approve the lines.
   If selected, documents with multiple lines can be approved by different approvers, based on the cost units entered on the lines. If not selected, approvers are assigned at document level.
7. Choose if you want to Block the document when no approvers are found.
   If selected, the document will become blocked if no approvers are found. If not selected, the step is skipped if no approvers are found. Please note that a document will always become blocked if there is no approver for any of the steps.
8. If available: choose if you want to Allow editing and re-approve changes.
   If selected, the approver can edit basic information of the document without having to reject the document. You need to decide whether or not changes must be re-approved by earlier approvers in the workflow. You can also choose to let the approver decide whether or not the changes should be re-approved. 

Other actions on steps

• Click the Delete icon on a step to delete the step. The last step of a workflow configuration cannot be deleted.

• Click the Delete icon on a rule (next to approve document type by) to delete only that rule. The last rule in a step cannot be deleted.

• You can use the arrows on the right hand side to move steps vertically and change their order (drag and drop).

• You can use the arrow on the left to expand/collapse the step. Collapsing steps make it easier to move them.

The procedure below assumes that you are in the Edit workflow window. See How to configure or edit a workflow for information on how to access this window.

The simulator is used to test different scenarios before activating a new/changed workflow or to troubleshoot if documents arrive in a blocked state. All steps below are optional.

You can choose which fields you want to use to test your scenarios. The following fields are available:

• Submitter/Requester: Add the name of the user that submits the document.
• If available, Exclude the requester from the approvers: When approving for example expense claims, the approver may not be the same as the person sending in the expense claim.
• Amount: Enter the amount of the document. This is important if you skip steps or choose specific approvers based on the amount of the document.
• If available, Initial approvers: Add one or more initial approvers that should approve the document before the actual workflow starts.
• If available, Cost units: Enter different cost unit combinations to verify that the correct approvers receive the document for approval.
• If available, Departments: Enter the department to verify that the correct department manager is set up.
• If available, Projects: Enter different projects to verify that the correct approvers receive the document for approval.

Click Simulate workflow to run the simulator and check the output. Click Reset simulator to empty all fields and start a new simulation.