Streamline approvals with tailor-made workflows
Want to get the full benefits out of iCompleat’s paperless approval process? This article shows you how to fine-tune your workflows at every level so that future orders and invoices always land in the right person’s Awaiting Approval tray without you having to lift a finger.
You can create single and multi-step approvals, choose thresholds for directors, groups for managers, nominees for you or when someone else is away, and even set criteria on custom fields for simultaneous approvals. The possibilities for workflow customisation are practically endless, and this article shows you how to optimise your workflows using a few simple tricks.
What is a workflow?
Put simply, a workflow is the chain of approval an order or invoice goes through in order to be processed. A workflow contains a sequence of users that can approve or deny an transaction, and that transaction can’t continue along a workflow until a user has approved it at each stage. You can set up multiple workflows in iCompleat to reflect the approval chains that take place within your existing system for processing different types of orders and invoices.
Add a new workflow
It's quick and easy to create a workflow in iCompleat
On the homepage select 'Configuration'.
Select 'Manage workflow'.
Select 'Add new workflow'.
Enter a workflow name.
The workflow name is a meaningful label used to identify and distinguish between available workflows.
A workflow relating to the Finance Department might be named Finance.
Enter the workflow's Abbreviated name.
The abbreviated name is a two to four letter short name that appears on command and message buttons.
A workflow called Finance Department might have the abbreviated name FNCEor IT Department might have the abbreviated name IT.
The invoicing option uses the abbreviated name to identify and distinguish between available workflows.
Select if the workflow is to be active or inactive.
Workflows are active by default.
Inactive workflows cannot be used as part of the approval chain.
Select anywhere in the 'Click to add a new approval group' box.
To submit orders or invoices to multiple approvers at the same time, you can create an approval group containing multiple approvers.
When an approval group contains multiple approvers, whoever approves the transaction first moves it to the next stage of the approval chain.
Select a user from the drop-down.
Select the cross beside the user to add them as an approver..
Repeat steps 7 and 8 to add another approver to the approval group if you wish.
Select 'OK' finish editing the approval group.
Click 'Save'.Save the workflow.
You cannot save a new workflow without adding an approval group containing at least one approver.
Step 12 (optional)
Select one of the green boxes beside the approval group you just created to add another approval group to this level of the workflow.
The workflow is now saved and added to your workflow list.
The Simultaneous Approvals feature in iCompleat streamlines the approval process, letting you create workflows that can send a transaction to several approvers at once. Every approver must approve the invoice for it to move to the next stage of the workflow. It’s an incredibly useful feature if you need multiple managers to sign off an invoice before it can be processed further.
There are two types of Simultaneous Approvals: Simplistic and Advanced. Find out more about both below.
Simplistic Simultaneous Approvals
At position 1, all approvers can approve the invoice at any time and in any order. Once approved by all, it moves down the workflow to the finance department. If one of the approvers denies the invoice, it goes into the denied tray and follows the process your company has in place for denied transactions.
To create a simplistic simultaneous approval workflow, follow the steps below.
Select the green box next to the existing approval group box in a workflow.
Select a user to add to the workflow from the drop-down.
There are now two pink boxes showing the two users you have added. You have successfully created a simplistic simultaneous approval workflow.
Step 5 (optional)
To add more users to the simplistic simultaneous approval workflow, repeat the previous steps.
Advanced Simultaneous Approvals
Like simplistic simultaneous approvals, advanced simultaneous approvals must be approved by all. However, Approvers only have to approve the transaction if the transaction contains lines coded to their department. For example, in the workflow pictured, if the gross amount is under £10,000, the transaction is fully approved after being approved by each department head. If the gross amount is over £10,000 then the transaction moves to position two for approval – that is each department director. Again, the directors will only have to approve the transaction if it contains lines coded to their department.