How to setup the Approval Workflow for Purchase Request

4 Steps below need to complete for setup the Approval Workflows:

  1. Create Workflow - to define the workflow
  2. Setup the Approval Steps for the workflow - to define what status and actions to be involved
  3. Setup the Approval Actors for the workflow - to define who will take the action on the specific status and who will receive the email notification it triggered by the action
  4. User Setup - setup the email address for the user if the user is recipient who will receive the notification email according to the workflow as well as the e-signature for General Manager (GM). Please see the document User - User Setup for details.
How to Create the Workflow

1 - Click Search button then enter "Approval Workflows" into search box then select the link

2 - Click "Edit List" then enter the ID into the new blank row

     Workflow ID - User defines the workflow id for the approval workflow

     Workflow ID can be divided by type of workflow and filtered by the department code.

3 - Fill below information:

(1) Description - Description for the workflow id

(2) Request Type Filter - enter "General Items" if the Purchase Request is required PO (e.g Sourcing Process if required)

(3) Department Code - the code filtered to trigger this workflow

      Note: "2*" means all the department code it start with "2" 

Refer to the screen capture below, the workflow to be determinate by system according to the purchase request as follow

Case 1 - In Purchase Request record, if the Department Code is 201 and the Request Type is "General Item"

              Then the Approval Workflow for 11 and 21 is required for the purchase request

Case 2 - In Purchase Request record, if the Department Code is 201 and the Request Type is "Exceptional items" or "Special and Miscellaneous Expenses"

              Then only Approval Workflow for 11 is required


Workflows Example
User can define the workflows for Purchase Request Approval.  

For example, workflow can setup foreach group of required approvers and the approval steps

(1) Workflow it included 4 Approvers

  • Review by 2 Approvers, Recommended by Division Director and Approved by GM (e.g. Purchase Request for Engineering Division - Department Code start with "2")

(2) Workflow it included 3 Approvers

  • Review by Department Head, Recommended by Division Director and Approved by GM (e.g. Other Divisions - Department Code start with "1", "3", "4", "5")

(3) Workflow it included 2 Approvers

  • Recommended by Division Director and Approved by GM (e.g. Operation - Insurance - Department Code start with "2")

(4) Workflow for approve by GM only (e.g. GMO - Department Code start with "7")

(5) Workflow for sourcing process with 2 approvers (e.g. Procurement Manager and Hea of Administration) *only applicable if Request Type is "General Items"