Approval Workflows Overview
What are Approval Workflows?
Control and automate approval processes for transactions across your organization. Configure multi-level approval hierarchies based on transaction value and department, ensuring proper authorization before documents are processed or payments are released.
Who Uses This?
System Administrators
Set up and maintain approval rules across all departments and workflows
Finance Heads
Define financial approval limits and multi-level authorization thresholds
Department Heads
Configure department-specific approval chains and value-based routing
Business Owners
Establish governance policies and approval controls across the organization
Key Features
Workflow Configuration
Value-based routing automatically assigns approvers based on transaction amount brackets
Department-specific rules allow different approval chains for different functional areas
Multi-level hierarchy supports sequential approval flows from L1 to L3 roles
Control & Flexibility
No approval option for low-value transactions to streamline operations
Unlimited value ranges per workflow to match your authorization matrix
Instant activation - workflows take effect immediately after configuration
How It Works
Typical Configuration Flow
Select workflow type - Choose the document type requiring approval (Purchase Order, Sales Order, Bill, etc.)
Define value brackets - Set start and end amounts for different approval levels
Assign approvers - Configure single or multi-level approval chains using department roles
Activate workflow - Rules apply immediately to all new transactions matching the criteria
Available Workflows
| Workflow Type | Applied To | Configuration Type |
|---|---|---|
| Purchase Order | All purchase orders to suppliers | Value + Department based |
| Purchase Request | Internal material requisitions | Value + Department based |
| Sales Order | Customer orders before invoicing | Value + Department based |
| Bill | Supplier bills before payment | Value + Department based |
| Bill of Material | BOM creation and modifications | Department based only |
| Item | New item master creation | Department based only |
| Supplier | New supplier master creation | Department based only |
| Goods Receipt Note | Incoming material acceptance | Value + Department based |
| Purchase Return | Returns to suppliers | Value + Department based |
| Sales Return | Returns from customers | Value + Department based |
| Expense | Business expense claims | Value + Department based |
Workflow Logic
Value-Based Workflows
For transactions with monetary values (Purchase Orders, Bills, Sales Orders):
Configuration Options:
- Set multiple value brackets with different approval chains
- Example: ₹0-10,000 (No Approval), ₹10,001-100,000 (L1-Admin), ₹100,001+ (L1-Admin → L2-Purchase → L3-Finance)
- No upper limit on final bracket - use very high values like 10,000,000,000
How System Routes:
- System checks transaction total amount
- Matches amount to configured value bracket
- Routes to first approver in the chain
- After approval, routes to next level if configured
- Document proceeds only after all approvals completed
Department-Based Workflows
For master data (Items, Suppliers, BOM):
Configuration Options:
- Single approval chain per department
- No value brackets (applies to all records)
- Example: All BOM approvals go through Admin department's L1 role
How System Routes:
- System checks department of user creating the record
- Routes to configured approval chain for that department
- Sequential approval if multi-level configured
No Approval Required
When to Use:
- Low-value transactions below approval threshold
- Trusted departments with full authorization
- Streamlined processes for routine operations
How to Configure:
- Set value bracket with "No Approval Required" option checked
- No approvers assigned for this bracket
- Documents auto-approved and proceed immediately
Getting Started
| Task | Guide | Time Required |
|---|---|---|
| Add New Workflow | How to Add Guide | 10 minutes |
| Edit Existing Workflow | How to Edit Guide | 5 minutes |
| View Workflow Details | How to View Guide | 2 minutes |
| Understand Field Definitions | Field Reference | 5 minutes |
Related Sections
- Departments - Create departments and roles for approval chains
- Role Permissions - Assign users to approver roles
- Manage Users - Configure user-to-role assignments
- Approvals - Where users review and approve requests
Quick Tips
Best Practices
Start with simple single-level approvals and add complexity only when needed for control
Use "No Approval Required" for low-value transactions to avoid approval bottlenecks and speed up operations
Document your approval matrix outside the system for quick reference during configuration and audit reviews
Need help? Contact support at support@bizconnekt.com