Approvals Workflow Management - Overview

Module Overview

The Approvals Workflow Management is part of the B2B Suite. It allows Organisation admins to create multi-step pre-order approval workflows that are customisable based on order total thresholds. The Order Approval Module will enable the following functionality:

• Create workflows

• Edit workflows

• Create user level

• Edit user level

Definitions

Workflow: An order approval workflow is a set of steps and rules in a hierarchical manner that allows organisations to define which process a pre-order should follow before turning to an order. Workflows can be defined by any Organisation admin. A workflow can have many user levels and one highest user level. A workflow can only have one organisation assigned to each user level and only one children organisations assigned to the workflow.

User Level: A user level is each level within the workflow, and it is a set of rules and permissions applied to specific users. All levels must have buying and/or approval limits set, and at least one primary and one secondary user.

Highest User Level: The highest level is the first level created in a workflow. The highest user level:

1. is mandatory
   
2. cannot be deleted
   
3. requires an unlimited buying limit
   
4. requires an unlimited approval limit
   
5. cannot have any levels above it
   

Primary User: Any company related customer can be a level primary user. This is the user assigned as an approver or buyer for each user level. When approving, all primary users have to approve for the pre-order to move to the next level. When buying, Primary users can freely purchase up to the “Buying Limit”. Anything over the limit will need to be approved by the user level’s approver.

Secondary User:  Any company related customer can be a level primary user. Secondary users are only notified of Pre-Orders approval requests if all primary users are marked as “Out of Office”

 

Approvals Workflow Management

Accessed through an additional menu item in the account section, it shows an overview of all of the existing organisation’s user workflows.

1. List of workflows: List of the active and inactive workflows related to the organisation
   

2. Pagination

3. Workflow details:

   1. Workflow name: Shows the name defined when creating the workflow

   2. Organisation: Shows the name of the organisation included in this workflow. If the workflow has multiple organisations (e.g.: HeadCo + child organisation) it shows “Multiple”

   3. Created By: Shows the user that created the workflow

   4. User Levels: Shows how many user levels this workflow has

   5. Status: Shows if the workflow is active or inactive

   6. Action: Click to change the workflow status between active and inactive

   7. View: Opens the workflow to edit

4. “Add New Workflow” button: When clicking here, it will redirect you to create a new workflow

5. Menu: the menu item “Approvals Workflow Management” will only appear if the customer is an organisation admin

• Related Articles

• Pre-Order Approval - Overview

  Module Overview The Approvals Workflow Management is part of the B2B Suite. It gives controls to the organisation to review/approve/reject pre-orders placed by their personnel, and to define all the buying and approving limits to several levels ...

• Pre-Order Approval - My Pre-Orders page summary

  Pre-Order Approval - Main page Accessed through an additional menu item in the account section, it shows an overview of all of the pre-orders related to the user (being either the approver or the buyer). Action Needed: This displays any Pre-Orders ...

• Pre-Order Approval - Buyer

  Pre-Order page This page shows all of the details of an individual Pre-Order Approval Request. You can access an specific Pre-Order page from the main view on customer account. Pre-Order stage: This shows the current assignee, what stage of approval ...

• Pre-Order Approval - Approver

  Pre-Order page This page shows all of the details of an individual Pre-Order Approval Request. You can access an specific Pre-Order page from the main view on customer account. Pre-Order stage: This shows the current assignee, what stage of approval ...

• Approvals Workflow Management - Creating and managing user levels (including highest level)

  Adding a highest level After creating the workflow, the next step is create the highest level. As mentioned in the overview, the highest level is the first level created in a workflow. The highest user level: is mandatory cannot be deleted requires ...