Approval workflows
An approval workflow (called an approval route here) is a reusable, ordered chain of recommend and approve steps. Voucher types and memo templates pick one; requests carry their own chain instead.
Open Administration › Approval routes. You need manage_approval_workflows.
Which chain does what?
| Item | Where its chain is set |
|---|---|
| Requests | On the request template's Approvals tab. See Build a request type. |
| Payment vouchers | An approval route chosen by the voucher type, by amount or by the raising unit. See Payment types. |
| Memos and circulars | An approval route chosen by the memo template, or by the author if the template leaves it open. See Memo templates. |
The steps work the same way in both places: the same Assigned to rules, decision wording and turnaround. See Who a step goes to.
The list
- Search by name or description.
- Filters for what the route is used for (Payments, Memos, Any), its mode and its status.
- New workflow.
The hospital's routes include Head approval, Finance chain, Memo: HOD, then the DA signs, Circular: the CMD approves, the audit routes and the voucher routes such as Voucher: 024 Central Payments confirms.
Create or change a workflow
- Name and Description (when to use it).
- Used for. Payments, Memos or Anything (payments and memos). Only matching routes are offered to voucher types and memo templates.
- How steps run. Sequential (one step after another), Parallel (every step must sign off) or Any one (the first approval completes it). Below it: Stop on “Do not recommend” and Active.
- A step. Name, recommend or approve, who it is assigned to, decision wording, Copy decisions to, Expected turnaround, and Assignee may delegate this step.
- Add step.
- Preview the chain. Choose a member of staff and select Preview to see who would receive each step if they submitted today. A step that cannot be assigned shows a warning.
- Save changes (or Create workflow for a new one).
- Select New workflow, or open a route and select Edit.
- Fill in the details and choose how steps run.
- Add the steps in order. Prefer “Head of a named unit (office)” for offices, so the route follows a change of office holder.
- Preview with two or three people from different units.
- Save.
Versions and items in progress
Saving a change creates a new version (shown on the route's page as v2, v3…). Vouchers and memos already going through the route finish on the version they started with; the editor warns you how many are in progress. New items use the new version.
A route's page shows In review now, All approvals, and how many voucher types and memo templates use it. Check these before switching it off or deleting it.
Switch off or delete
- Switch off: no new approvals can start on it; items already in review finish normally. Voucher types or memo templates that still point at it will fail to start new items, so repoint them first.
- Delete: finished approvals keep their history, but the route itself cannot be restored.
Delegation and escalation
On voucher and memo steps that allow it, the person holding a task can delegate it from My Desk. A step that overruns its expected turnaround by the factor in approvals.escalate_after_factor can be escalated. When no turnaround is set, approvals.sla_default_hours applies. See Useful variables.