Workflows

Overview

Workflow Table: Displays list of workflows, which contain steps and actors.

• Flow Name: Shows the name of each flow.
• Add Step: Provides options to add steps to the flow.
• Activation Slider: Allows users to activate or deactivate the flow using a slider, a non-default flow can't be deactivated.
• Edit Button: Enables users to edit the flow.
• Deletion: Non-default flows can be deleted.

Steps

Steps within workflows define the path a document approval flow.

• Step Details: Each step has a name, type, an "Add Actor" button, and a slider for activation status. Steps can also be edited or deleted.
• Add Actor: A "Add Step" button allows users to add steps to the workflow. Step types include:
  • Ordered: The request moves through each approver in sequence. All approvers must approve in order. If one rejects, the entire step is rejected. Approvers can be reordered within this step type.
  • Not Ordered: All approvers receive the request at the same time. If any approver rejects, the step is rejected.
  • At Least: All approvers receive the request simultaneously, but only one approval is needed to approve the step. If one rejects, the entire step is rejected.

Workflow Step Actors

• Actor Details: Actors in each step have a name, type, and a slider for activation status. Actors can also be edited or removed.
• Approvers: Approvers receive notifications and the request appears in the module's Pending Approval dashboard. They have the option to approve or reject the request. Approvers are selected via a popup where users choose the actor type (User, Role, Beneficiary, Initiator). For users or roles, an additional field allows for selection from the system's available options.
• Reviewers: Reviewers receive notifications and the request appears in their dashboard for review. Upon opening the request, their review is noted, and the approval flow moves to the next step. Like approvers, reviewers are selected via a popup, where the type (User, Role) is chosen and specific users/roles are selected from the system's list.

Example of Steps and Actor Combinations

Here are examples of how different workflows can be used in various scenarios, showcasing the types of steps and participants (approvers, reviewers) involved. These examples will help users understand the potential variations and how workflows can be customized to fit specific approval processes.

Use Case 1:

This use case consists of two steps. The first step includes both a role-based and a user-based approver, while the second step involves a role-based approver and a reviewer.

• Step 1 (Ordered)
  • 1 role-based approver (e.g., Manager)
  • 1 user-based approver (e.g., Department Head)
• Step 2 (Not Ordered):
  • 1 role-based approver (e.g., Financial Controller)
  • 1 reviewer (e.g., HR role)

Use Case 2

This use case features three steps. It begins with a single role-based approver, followed by a non-ordered step with multiple approvers and a reviewer, and concludes with an "at least" step requiring two approvers.

• Step 1 (Ordered):
  • 1 role-based approver (e.g., Supervisor)
• Step 2 (Not Ordered):
  • 2 role-based approvers (e.g., CFO and IT Manager)
  • 1 user-based reviewer (e.g., Finance Team Member)
• Step 3 (At Least):
  • 2 role-based approvers (e.g., Accountant and HR)

Use Case 3

This use case spans three steps, starting with both an approver and a reviewer, followed by two user-based reviewers, and finishing with an "at least" step requiring an approver and a reviewer.

• Step 1 (Ordered):
  • 1 user-based approver (e.g., Project Manager)
  • 1 role-based reviewer (e.g., HR)
• Step 2 (Not Ordered):
  • 2 user-based reviewers (e.g., Operations Specialist and Analyst)
• Step 3 (At Least):
  • 1 role-based approver (e.g., Finance Manager)
  • 1 user-based reviewer (e.g., External Auditor)