Approval workflows define how expense claims are routed for approval before they can be exported. You can create single-stage or multi-stage workflows and assign them to users or categories. Capture Expense includes a default line manager workflow which is available as soon as your company is registered.
Workflows can have up to six stages. All approvers within a workflow must approve a claim before it moves to Finance.
Note: A workflow assigned to a category always supersedes a workflow assigned to a user. See [XX Assigning workflows to categories].
Creating a single or multi-stage workflow
Go to Setup > Approvals.
Click + Approval.
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Enter a Name and ensure Active is selected.
Enter a Description, e.g. Line manager approval. This is useful for distinguishing between multiple workflows.
Select User or Manager from the approver type dropdown.
If selecting User, click the person icon and select the relevant approver from the list.
If selecting Manager, the workflow defaults to the user's line manager.
Select a trigger, e.g. Always, Amount Exceeds, or Older by 3 Months. If selecting Amount Exceeds, enter the threshold amount, e.g. 100.
Select Allow Edit if you want the approver to be able to edit claims once submitted.
To add further approval stages, click + Stage and repeat steps 6 to 8. Up to six stages are supported.
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Click Save.
Editing a workflow
Go to Setup > Approvals.
Click the Edit icon on the relevant workflow record.
Make your changes and click Save.
Assigning workflows
Assigning a workflow to a single user
Go to Setup > People.
Click the Edit icon on the relevant user record.
Select the relevant Line Manager, if applicable.
Select the applicable workflow from the Approval Workflow dropdown.
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Click Save.
Assigning workflows to multiple users in bulk
Go to Setup > People.
Select Export from the Actions menu, ensure Include data is selected, and click Download.
In the downloaded file, update the Approval Record Name column for each relevant user with the name of the applicable workflow.
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Save the file and import it back into Capture Expense. To do this, select Import from the Actions menu.