How to View Approval Workflow
Overview
Review configured approval workflows to understand authorization chains, value brackets, and department-specific routing rules. Essential for audit, compliance, and verifying approval policies are correctly implemented.
Prerequisites
To view approval workflows:
- User has access to BizAdmin portal
- Basic understanding of approval workflow concepts
- No special permissions required for read-only viewing
Step-by-Step Guide
Step 1: Navigate to Approval Workflows
- Login to BizAdmin portal
- Click Access Control from the left sidebar
- Select Approval Workflows
- Main workflow list page displays
Step 2: Understanding the Main View
Page Layout:
Top Section:
- Workflow dropdown filter (top left)
- + Add Approval Workflows button (top right)
Main Table Columns:
| Column | Shows | Purpose |
|---|---|---|
| Department | Which department this rule applies to | Identify department-specific vs "All" rules |
| Workflow | Type of transaction or master data | Understand what gets approved (Purchase Order, Sales Order, etc.) |
| Start value | Lowest value in the workflow's brackets | See minimum threshold for this workflow |
| End Value | Highest value in the workflow's brackets | See maximum threshold covered |
| Action | Edit and Delete icons | Quick access to modify or remove workflow |
Step 3: Browse All Workflows
View Complete List:
Scroll through the table to see all configured workflows.
What You See:
- All workflows are listed regardless of department
- Each row represents one workflow configuration
- Multiple rows may exist for same workflow type but different departments
- Values shown are overall range, not individual brackets
Example View:
| Department | Workflow | Start value | End Value | Action |
|---|---|---|---|---|
| All | Bill of Material | 0 | 10,000,000,000 | ✏️ 🗑️ |
| Admin | Purchase Request | 0 | 10,000,000,000 | ✏️ 🗑️ |
| Purchase | Bill | 0 | 10,000,000,000 | ✏️ 🗑️ |
| Admin | Sales Order | 0 | 10,000,000,000 | ✏️ 🗑️ |
| Admin | Purchase Order | 0 | 10,000,000,000 | ✏️ 🗑️ |
Step 4: Filter by Workflow Type
Using the Workflow Dropdown:
- Click Select a workflow... dropdown at the top
- Search or browse available workflow types
- Click to select a specific type (e.g., Purchase Order)
- Table filters to show only that workflow type
- Click Clear Selection to remove filter and see all
When to Use:
- Looking for specific workflow configuration
- Comparing same workflow across different departments
- Verifying a particular workflow type exists
- Audit review of specific transaction type
Step 5: View Detailed Workflow Configuration
Expand Workflow Details:
- Click anywhere on a workflow row in the table
- Details panel expands above the table
- Shows complete configuration including all value brackets and approval chains
Detailed View Shows:
Top Section:
- Current department and workflow type selection (read-only display)
Value Brackets Table:
| Column | Information Displayed |
|---|---|
| Start Value | Beginning amount for this bracket (e.g., 0, 10,001, 100,001) |
| End Value | Maximum amount for this bracket (e.g., 10,000, 100,000, 10,000,000,000) |
| Approval Flow | Visual representation of approval chain with numbered circles and connecting lines |
Step 6: Understanding Approval Flow Visualization
Visual Elements in Approval Flow:
"No Approvals" Display:
- Text: "No Approvals"
- Meaning: Transactions in this value bracket are auto-approved
- No action required from users
Single Level Approval:
- Single numbered circle (e.g., "1")
- Role name below circle (e.g., "L1-Admin")
- Meaning: One approver reviews and authorizes
Multi-Level Approval Chain:
- Multiple numbered circles (1, 2, 3...)
- Connected by horizontal lines (arrows)
- Role names under each circle
- Example: 1-L1-Admin → 2-L1-Purchase → 3-L1-Finance
- Meaning: Sequential approval through multiple levels
Reading the Chain:
- Start from leftmost circle (first approver)
- Follow connecting lines left to right
- Each number represents approval sequence
- Transaction must pass through all levels in order
Step 7: Interpreting Value Brackets
Example Configuration:
Purchase Order Workflow - Admin Department
Bracket 1:
- Start Value: 0
- End Value: 10,000
- Approval Flow: No Approvals
Bracket 2:
- Start Value: 10,001
- End Value: 100,000
- Approval Flow: 1-L1-Admin
Bracket 3:
- Start Value: 100,001
- End Value: 10,000,000,000
- Approval Flow: 1-L2-Admin → 2-L2-Finance
What This Means:
| PO Amount | Approval Required | Who Approves |
|---|---|---|
| Up to ₹10,000 | None | Auto-approved immediately |
| ₹10,001 to ₹100,000 | Yes | L1-Admin role users |
| Above ₹100,001 | Yes | First L2-Admin, then L2-Finance |
Common Viewing Scenarios
Scenario 1: Verify Approval Authority Limits
Purpose: Check who can approve what value ranges.
Steps:
- Navigate to Approval Workflows
- Filter by workflow type (e.g., Purchase Order)
- Click to expand details
- Review value brackets and corresponding approval flows
- Note which roles approve which amount ranges
Use Case: Finance audit, policy verification, training new managers.
Scenario 2: Compare Workflows Across Departments
Purpose: Ensure consistency or understand department differences.
Steps:
- Filter by workflow type (e.g., Sales Order)
- View workflows for different departments
- Compare value brackets and approval chains
- Identify inconsistencies or intentional variations
Use Case: Policy standardization, identifying gaps in approval coverage.
Scenario 3: Troubleshoot Approval Routing Issues
Purpose: Understand why transaction went to specific approver.
Steps:
- Note transaction amount and department
- Find corresponding workflow in list
- Expand details to see brackets
- Identify which bracket the amount falls into
- Check approval flow for that bracket
Use Case: User questions "why did this go to Finance?", investigating stuck approvals.
Scenario 4: Document Approval Matrix for Audit
Purpose: Extract approval policy for compliance documentation.
Steps:
- Open Approval Workflows page
- For each workflow type needed:
- Expand details
- Take screenshot or note down brackets and flows
- Document department, values, and approver roles
- Compile into approval authority matrix document
Use Case: ISO certification, internal audit, SOX compliance.
What You Can See
Information Available in View Mode:
Department Assignment:
- Which department (or "All") this workflow applies to
- Helps understand departmental segregation
Workflow Coverage:
- All configured workflow types
- Overall value range from minimum to maximum
Value Brackets:
- Detailed start and end amounts for each tier
- Complete breakdown of approval thresholds
Approval Chains:
- Single or multi-level approval configuration
- Specific roles assigned to each level
- Sequential flow visualization
"No Approval" Settings:
- Which value ranges bypass approval
- Auto-approval configurations
What You Cannot See
Information Not Available in View:
User Assignments:
- Actual people assigned to approver roles
- Available in: Subscription > Manage Users
Historical Changes:
- When workflow was last modified
- Who made changes
- Available in: Audit Logs
Active Approval Requests:
- Transactions currently pending approval
- Which stage they're at
- Available in: Bizview > Approvals
Usage Statistics:
- How many transactions used this workflow
- Average approval times
- Not currently available (future feature)
Navigation Tips
Quick Access Methods:
Method 1: Direct Sidebar Access
- Fastest route to Approval Workflows page
- Access Control > Approval Workflows
Method 2: From Related Sections
- While configuring departments, link to approval setup
- From role permissions, reference to workflow rules
Keyboard Shortcuts:
- Use Tab to navigate between workflows in list
- Enter to expand workflow details
- Esc to collapse expanded view
Understanding the Summary View
Main List vs. Detailed View:
Main List Provides:
- High-level overview of all workflows
- Quick scan of department coverage
- Overall value range visibility
- Fast access to edit/delete
Detailed View Provides:
- Complete bracket breakdown
- Exact approval chain configuration
- Full understanding of workflow logic
- Information needed for troubleshooting
Best Practice: Use main list for quick reference, detailed view for in-depth analysis.
Exporting Workflow Information
Current Limitations:
No Built-In Export:
- System doesn't have export to Excel/PDF feature currently
- Manual documentation required
Workarounds:
- Take screenshots of expanded workflow details
- Manually document in spreadsheet
- Use browser print-to-PDF on the page
Future Enhancement:
- Export feature planned for future release
- Will include PDF and Excel formats
Using View for Training
Training New Administrators:
- Start with Overview: Show main list to explain available workflows
- Explore One Workflow: Pick Purchase Order, expand to show brackets
- Explain Logic: Walk through how amount determines routing
- Show Multi-Level: Demonstrate complex approval chains
- Practice: Have trainee find specific workflow and explain it
Training Approvers:
- Find Their Workflow: Filter to their relevant workflow type
- Show Their Role: Point out where they appear in approval chain
- Explain Values: Clarify what amounts come to them
- Demonstrate Sequence: Show if they're first, middle, or final approver
Related Actions
- Add Approval Workflow - Create new workflow rules
- Edit Approval Workflow - Modify existing workflows
- Field Reference - Detailed field definitions
- Approvals - Where users action approvals
Frequently Asked Questions
Q: Why don't I see any workflows in the list?
A: No workflows have been configured yet. Click "+ Add Approval Workflows" to create your first workflow.
Q: Can I see who is assigned to approver roles from this screen?
A: No, role assignments are managed in Subscription > Manage Users. The workflow screen only shows role names, not individuals.
Q: How do I know if a workflow is active?
A: All workflows shown in the list are active. There's no enable/disable toggle. To deactivate, you must delete the workflow.
Q: Why are there multiple workflows for the same type?
A: Different departments may have different approval rules. Each department can have its own workflow configuration for the same transaction type.
Q: What does "All" in the Department column mean?
A: The workflow applies to users in all departments, not just a specific functional area.
Q: Can I print this view for documentation?
A: Yes, use browser Print function (Ctrl+P or Cmd+P). Consider printing after expanding specific workflow details for complete information.
Q: How do I know which workflow applies if there are multiple for the same type?
A: System matches department first. If user's department has a specific workflow, that applies. Otherwise, "All" department workflow applies.
Q: Why do Start and End values show very large numbers like 10,000,000,000?
A: This represents effectively "unlimited" upper limit for the highest value bracket, ensuring all transactions are covered.
Need help? Contact support at support@bizconnekt.com