Here, you can view, create, and edit all the approval workflows currently in use within the company.

Overview

The overview displays all workflows, including their names, types, and the participants in each approval workflow.

Flow Types

There are a few different types of flows you can create, depending on how you want the approval process to work.

Step Flow

This is the standard workflow, in which the document is sent to one user at a time until it reaches the final approver or a user with sufficient authorization to approve the invoice. The order of the users determines the order in which the document is sent.

If the invoice is rejected during processing, it will be marked as rejected and appear in Rejected's "widget" with the reason.

Multiflow

In a multiflow, the document is sent to all selected approvers simultaneously, and the rules defined for the flow determine when it is finally approved or rejected. Here, the order of users and amount limits do not matter.

Even if a user in a multiflow process does not have a chance to view or approve the document, they will still be able to retrieve it from their own personal archive.

One-time flow

If you have unique scenarios where there isn’t a specific “flow” that fits the document, you can either create a new flow or simply use a one-time flow if you don’t expect to need that combination of users again.

A one-time flow is an option when you’re viewing a document and selecting approvers.

All the same rules and options apply here as with predefined flows, but they aren’t saved for later use.

Amount Limits / Signing Authority

Amount limits can be used to ensure you get the correct number of approvals based on the document’s amount without requiring approval from every user in the flow each time. For example, if you have an invoice for ~100 kroner, it may not need to be approved by 3 users, but only 1 or 2. When the amount exceeds the amount limits, the invoice will be forwarded to the next approvers in the workflow.

You can either define spending limits per document type or set a single spending limit that covers everything. You can also easily combine the two, so that a user has one spending limit for a specific document type and uses the overall spending limit for all other document types.

Amount Limit per User

Amount limits can be set at the user, where you have one amount limit per company. If you have amount limits for multiple different document types, the system will apply the respective amount limit depending on the document type during approval.

Amount Limit on flow

When you create an “flow,” it automatically selects the amount limit based on the user’s settings in the respective company.

The amount limit can also be changed per user for specific flows if there are scenarios where the user needs to be able to approve higher amounts.

If there is no user with an unlimited spending limit in the workflow, the final approver will automatically be assigned that limit; otherwise, you would end up with documents that could potentially never be finally approved because no one has the authority to approve them.

Amount Limit for Proxies

Under “company settings,” you can choose whether delegates should inherit the spending limit of the user they are representing or retain their own.

Required Approvals

This number can be set in a step flow to require, for example, a minimum of 2 approvals on all documents, regardless of the approvers’ amount limits.

If you set a minimum number of approvers on a step flow, spending limits will not be applied until the flow has reached the required number of approvals. However, it still keeps track of all approvers’ spending limits throughout the flow.

Create a new flow

From the “flow” overview, click “Opret ny flow.”

You can also create a new "flow" from the document details page if you don’t currently have a workflow that matches the current invoice by clicking on "Opret et nyt flow."

Search for and select the users who need to approve the new flow.

If you’re creating a “stepflow,” it’s important to sort the users in the correct order. The order doesn’t matter if it’s a “multiflow.”

Adjust the amount limits if necessary.

Give the flow an appropriate name.

Select whether it should be a "stepflow" or a "multiflow."

If necessary, you can provide a longer description of the flow.

Finally, select how many "Required approvals" you want for stepflows, or how many approvals/rejections are required for multiflows.

Click “Opret nyt flow” to save the new approval flow.

One-Time Flow

If you only need to use the flow once, you can use a one-time approval instead.

Edit a "flow"

You can always edit existing flows if you have new employees, if employees change positions, or if they need higher or lower amount limits, etc.

A flow can be permanently modified for future use, or you can make changes that apply only once while you’re sending an invoice for approval.

Edit an Existing flow

In the workflow overview, click on “Se” next to the “flow” you want to edit.

Here, you’ll be able to change approvers, order, name, description, amount limits, required approvals, etc.

Click “Gem ændringer” to save the new configuration.

Edit a single "flow"

If you are viewing a document and want to make changes to a flow for that specific document, click “blyanten” next to the selected flow.

This creates a one-time workflow based on the selected flow, where you can edit approvers, order, amount limits, etc. This workflow will not be saved permanently but will only be used for this single document.

Modifying the flow for approvers

Approvers can edit an existing “flow” as an alternative to rejecting the document—for example, if they want a colleague to review it as an extra check, or if they’ve received a document they don’t believe is intended for them but know who should approve it instead.

This can be done by clicking “Rediger flow” from your “inbox.”

Delete a "flow"

An “flow” can be deleted by clicking on “skraldspanden” after opening a “flow” for editing.

Out of Office / Designated Representative

See what the screen looks like for the approver at here and how spending limits work for the substitute at here.