Approval

What is Approval in Businessflo

In the Businessflo Approval screen, users can leverage the approval feature to add an approval workflow within their business processes. The screen allows users to input the process code, define the approved message notification and request message notification, and select the transitions where the approval functionality will be applied.

The purpose of the Approval feature in Businessflo is to introduce a hierarchical approval process to ensure that certain actions or decisions are authorized by designated individuals before proceeding further. For example, a manager may require approval for a purchase order to ensure that requisitions cannot be made without their authorization.

Users have the option to configure additional settings within the Approval screen. They can specify whether a sender comment is required or allow comments to be added during the approval, hold, or reject stages. This provides a space for users to provide context or justification for their actions.

Moreover, users can define trigger conditions, such as specific field values or criteria, that need to be met for the approval process to be triggered. This allows for more precise control over when approvals are required.

Additionally, users can set an approval sequence index weightage, which determines the order in which multiple approvers are notified or engaged in the approval process. This ensures a logical flow of approvals based on the assigned weightage.

By utilizing the Approval feature in Businessflo, organizations can implement structured approval workflows, enhance control over critical processes, and establish clear accountability for decision-making within their business operations.

How to Create a Approval in Businessflo

Navigation

• Module: OS - Organization Structure
• Process Code: OSAP - Approval

There are two options available to navigate to this screen.

• Click on Organization Structure -> Automation -> Approval
• Write the process code for this screen in the search bar which will navigate you here directly.

The list shows the Approvals already being created in the system. Now either you can click on new button to create a new Approval or you can select from the list of corresponding Approvals to view, edit or delete it.

Process

To create a new approval, fill in the necessary details:

After filling the header fields, click on Create.

Approval Tab

In this tab, Users can define the approval hierarchy by setting up sequence and weightage keys. This allows for a multi-level approval process based on specific requirements.

For example, if a manager wants an approval to be sent to two individuals in the first sequence after every purchase order creation, and if either of them approves, the approval should move to the second sequence. In the second sequence, it should be sent to two other individuals, and both of them must approve for the overall approval to be granted or to be sent to a third sequence for further review.

To achieve this, the manager can add two lines with sequence 1 and weightage 100 each. This means that either of the two approvers in the first sequence can provide approval, and the process will move forward. Then, two more lines can be added with sequence 2 and weightage 50 each, indicating that both individuals in the second sequence must approve in order for the overall approval to be considered complete.

By setting up the approval hierarchy using sequence and weightage keys, users can establish a flexible and customizable approval workflow that aligns with their specific business processes and requirements. This allows for efficient decision-making and ensures appropriate levels of authorization are obtained.

Trigger Rule Tab

In this tab, you can define specific conditions that must be met before triggering notifications.

How Approval works in Businessflo

In the Approval configuration, we have established an approval hierarchy using weightage and sequence. This configuration determines the order in which users will receive approval requests based on their assigned roles and responsibilities.

By assigning weightage values to each user or approver in the hierarchy, we prioritize their importance or authority in the approval process. The sequence determines the order in which the approval requests are sent to the users.

How to use Approval in Businessflo

In Businessflo, users have multiple options to utilize the approval feature. They can choose to approve requests through the following methods:

Inbox: Users can access their inbox within the Businessflo system, where they can view and manage pending approval requests, notifications. The inbox provides a centralized location for users to review requests, make informed decisions, and take necessary actions such as approving, rejecting, or providing comments.

Users can easily access and view their approvals in the Businessflo inbox. To do so, they need to navigate to the "Inbox" section within the application. This section is typically accessible from the main menu or a dedicated tab.

Once users are in the inbox, they can specifically look for the "Active Approvals" tab or section. This section displays all the pending approval requests that require their attention. Users can click on the "Active Approvals" tab to access the list of pending approvals.

Within the "Active Approvals" section, users will find a comprehensive overview of their pending approval requests. This includes details such as the request description, relevant information. Users can review the necessary information to make an informed decision.

Users can click on individual messages to open and review approval requests. They can then take action by approving, holding, or rejecting the requests and provide any necessary comments.

Screen: Users can also approve requests directly from the relevant screen where the approval is required. For example, if a purchase order requires approval, the user can access the purchase order screen and initiate the approval process from there. This allows for a seamless and context-specific approval workflow within the application.

In Businessflo, users have multiple options to utilize the approval feature within the screens. Users can access the document help of the required screen and click on the "My Approval" filter to view documents specifically assigned for their approval, enabling quick and efficient decision-making on the go.

Additionally, Users can leverage the action panel to approve, hold, or reject requests directly from the interface, ensuring a seamless approval process.

Moreover, users can easily track the status of their approvals by clicking on the "Approval Status" button located in the status bar, providing them with a consolidated view of the approval progress. These integrated features within the screen section of Businessflo empower users to efficiently manage approvals, review documents, and stay informed about the status of their pending approvals.

Email: Businessflo can send approval notifications to users via email. Users can receive an email notification containing details of the request, along with options to approve, reject, or provide comments directly from their email client. This enables users to conveniently review and respond to approval requests without logging into the system. User can even click on review document to directly open document in the web.

Mobile: In addition to email notifications, users may have the option to receive approval notifications on their mobile devices through dedicated mobile applications. This allows users to manage approval requests while on the go, ensuring timely decision-making and streamlined workflow.

By offering multiple approval options, Businessflo provides users with flexibility and convenience in managing approval requests. Users can choose the method that best suits their preferences and workflow, enabling efficient and timely decision-making within the organization.

Now click on Save to save the information provided.