Introduction
Welcome to the comprehensive guide for our Multi-Step Approval Workflow Builder. This tool is designed to help SMBs, Accountants, and Bookkeepers streamline their pay run and payroll approval processes. In this guide, we’ll walk you through using the workflow builder effectively, highlighting key features such as choosing any approver and accessing audit logs.
Note: If you don’t want to use predefined workflows, you can still define a custom workflow by selecting “Custom Flow” when creating a payment run, and choosing who should be the reviewer and who should be the payer.
Getting started with the Workflow Builder
What is the Workflow Builder?
The Workflow Builder is a flexible tool for creating customised approval processes for your pay runs and payroll payments. Whether you need simple one-step approvals or complex multi-step workflows, this tool can meet your needs.
Who can use it?
Admins can create, manage, and override workflows.
Creating your first workflow
Step-by-step process
Access the Workflow Builder
Navigate to the "Approval workflows" under Settings.
Click on “Create a workflow” to get started.
Define the workflow name
Provide a name for your workflow that reflects its purpose, such as "Monthly Payroll Approval" or "Weekly Pay run Review."
Define trigger
Decide on the trigger to initiate a specific workflow: Supplier or Payroll.
Define conditions
Decide on the specific conditions of the workflow. Conditions can be based on the Payment Amount or specific Supplier.
Choose approvers
Select the individuals responsible for each approval step. You can assign a single approver or multiple approvers.
If you choose the "Any of" option any one person from a group of approvers can approve the step, or
the “All of” option requires everyone to approve the step.
This adds flexibility and speeds up the process, especially when dealing with multiple approvers.
Review and save
Review the workflow summary and make any necessary adjustments.
Click “Create workflow” to activate the workflow.
Edit workflows
If you need to adjust an existing workflow, the Workflow Builder makes it easy. Go to “Edit workflow” and make the necessary changes. This flexibility ensures that your approval processes can adapt to changing business needs.
Using a Workflow: Making Payments
Payments falling within the triggers of a workflow
If a payment (single payment, batch payment, or payroll payment) falls within the triggers of a pre-defined approval work, the approval workflow will be pre-selected.
Can I override an approval workflow?
Admins can override an approval workflow and pay directly.
Contributors cannot override an approval workflow.
Payments not falling within the triggers of a workflow
If a payment does not fall within the triggers of an approval workflow, the user can still create a custom approval workflow.
Key features of the Workflow Builder
"Any of"
The "Any of" option allows you to assign a group of approvers to a step. Only one person from the group needs to provide approval for the process to move forward. This is particularly useful when multiple team members can authorise a pay run, ensuring the process isn’t delayed if one person is unavailable.
Comments
Adding comments directly into the workflow is crucial for transparency and informed decision-making.
Add comments: Users can add comments to approval requests to clarify any question marks and ensure that all users involved are informed.
Audit Log for transparency and compliance
The Audit Log feature tracks every action taken within a workflow, providing a detailed history crucial for compliance and transparency. Here’s what you need to know:
Comprehensive Tracking: The audit log records every step, including who initiated the workflow, who approved each step, and any overrides by admins.
Easy Access: You can access the audit log from the workflow details page. This log is viewable by anyone with the necessary permissions, ensuring full transparency.
Exporting Logs: You can export the audit log as a PDF for reporting or compliance purposes.
If you have any further questions, write to our team on the in-app chat or reach out to our Support Team at [email protected]