Advanced Usage Guide
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      2. Advanced Usage Guide

      Approval Workflows

      This feature allows you to define conditions to automatically send approval or review requests.

      Main Areas

      The Workflow section is divided into two main areas:

      1. “View all documents”: Manage documents that require your approval.
      2. “New workflow”: Create new approval workflows (administrator role required).

      Important Note:

      • Only administrators can create workflows.
      • Users with limited permissions can only manage approvals.

      1. View all documents

      In this section, you’ll find a list of documents requiring your approval, which you can filter by document type. From here, you can:

      • Approve or reject documents.
      • Review them in detail.
      • Check for discrepancies.
      • Download documents if needed.

      2. Create a new workflow

      Before you begin, make sure you have the Administrator role.

      When you go to “New workflow”, you’ll see:

      1. The Workflow Name: This must be unique and descriptive.
      2. Conditions: Rules that trigger the workflow.
      3. Approvers: People responsible for approving the documents.
      4. Review options: Enable the approver to review the document before approving.

      Example Workflow

      Let’s say you want the Finance Director to approve any invoice over 5,000 euros. Here’s how to set it up:

      1. Name the workflow Approval over 5k.
      2. Create a condition: If the variable "Total Amount" is "greater than" the value "5,000".
      3. Assign the approver: Adam, who can review the document before approving it.

      Result:
      Once saved, this workflow will automatically apply to any invoices added from that point forward.

      Managing Workflows

      • View existing workflows: Check the main page to see all your workflows and their conditions.
      • Edit workflows: Workflows cannot be edited after creation. However, you can duplicate a workflow, make changes, and save it with a new name.
      • Delete workflows: You can delete workflows only if there are no pending documents.
      • Pending documents: View all pending documents linked to each workflow.

      All set!
      I hope this guide has been helpful. With workflows, your approval process will be faster, more organized, and more reliable.