Steps to Configure an Approval Workflow
Steps to Configure an Approval Workflow
Build a multi-stage approval flow with clear approvers, deadlines, and escalation paths — tailored to your organization’s policies.
Prerequisites
- Admin access to the Workflow module
- Know the approval stages and approvers
- Decide on deadlines and escalation rules up-front
Outcome
- A named approval workflow with ordered stages
- Deadlines that auto-escalate or auto-decide
- A flow ready to attach to a request type (e.g., Reimbursement)
The three deadlines are initial review → escalation → final decision. Set each based on how urgent the request is and how quickly silence should trigger the next step.
Access Workflow Builder
From the Main Menu, navigate to Workflow and select Workflow Builder.
Click Add to create a new workflow.
Define Basic Details
Enter a suitable name for the workflow (e.g., "Reimbursement Approval") to clearly identify its purpose.
Add a description if needed for reference.
Save and Proceed
Click Save to proceed to the next step of configuration.
Upon saving, the Workflow Screen will appear, where users can begin configuring the approval process according to your organization’s policies. Define the order of approval (e.g., manager first, then finance). Select individual or group approvers for each stage in the process.
Fig: Reimbursement Workflow Builder
Users can set up the deadlines for automatic actions (Ex: auto-approve or auto-reject) if the request isn’t approved within the given timeframe. The first Deadline is for initial review, the second Deadline is for escalation to the next level if no action is taken, Third Deadline is for final decision or auto-rejection.
Fig: Reimbursement - Task Configuration
Users can set up automatic email notifications at each stage of the approval process: Approval Initiated: Notify the approvers that the request is awaiting their action. Approval/Rejected: Notify the employee once their request has been approved or rejected.
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