The following article is intended to walk you through how to create and edit an approval workflow in Ecotrak. In order to create and/or edit an invoice or proposal approval workflow, your user will need to have a job title with access to approval workflow editing. If you cannot access the approval workflow section, please reach out to your account admin our our support team at: [email protected].
1) Navigate to the Configurations section found at the bottom of the left menu bar. After clicking Configurations, a drop-down window will appear. Choose Approval Workflow from the drop-down options (as seen in the photo below).
2) After clicking Approval Workflow, you will be taken the the manage Approval Workflow page. From here, you will be able to see all active approval workflows. At the top of the page, you will see:
+ Add New - Click to create new Approval Workflow
Active / Inactive toggle switch - See Active and Inactive approval workflows
Advanced Search filter - Filter out search results
Search Bar - Search for Approval Workflows
Creating a new Approval Workflow
Step 1) Click + Add New. A pop out drawer will populate from the right-side of your browser window.
Step 2) From here, you will set the Approval Workflow Details:
Title
Concepts - If you have multiple concepts in your organization, you can create approval workflows for specific concepts.
Categories - Choose a category (or categories) for the approval workflow to apply to
Approval Threshold Amount - The approval threshold amount is the amount that an invoice or proposal has to be above to trigger the approval workflow
Description - Add a description to the approval workflow.
Once you fill this out, click Next.
(NOTE: You can only have one approval workflow per Concept, Category, Approval Threshold Amount pairing. If you use the same pairings, you will receive an error message.)
Step 3) After clicking Next, you will be taken to the Approval Configuration page.
From here, you will fill out the following configuration settings for your approval workflow:
First, choose if you are setting the Invoice Approval Workflow or the Proposal Approval Workflow.
Next, you will set your Super Approver. Use the Job Title drop-down menu to add a Job title to the Super Approver approver roll. A Super Approver has the ability the approve any invoice (or proposal), no matter the amount or the time of the workflow. You do not have to have a super approver.
Next, you will set any Special Approvers. Click the + Add New to add a special approver. Special Approvers is an approver role that is required for an invoice or proposal to be approved.
Finally, you will set up your Workflow. The Workflow is where you will choose the:
Job Titles - Set the Job Title to rank the users in your approval workflow
Limits - Set the approval Limit for the Job Title. The limit is what dictates how much a user can approve.
Actions - Set which actions the Job Title will have access to: Accept, Reject, Not Fixed.
Days - Set the day threshold; the alloted amount of time a user is given to approve the invoice or proposal.
All job titles must review up to the total amount - Set the Approval Workflow to make all job titles in the workflow approve the invoice/proposal regardless of their limit.
Step 4) Once done, click Save.
How to Edit an Approval Workflow
Step 1) Navigate to the Approval Workflow you wish to edit, and click on it. The Approval Workflow Details will appear in a pop-out window from the right side of the screen. Click the "Pencil" button in the top right corner to Edit the Approval Workflow.
Step 2) Make your desired changes to the Approval Workflow Details, and click Next.
NOTE: If you are looking to edit the approval configuration, you must first click Next on the Approval Workflow Details
Step 3) Make any desired changes to the Approval Configuration and click Save