Designing the reimbursement workflow (Path 2)
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Now let’s look at path 2. This path is a complex one and involves 8 more steps of approval as shown in the workflow diagram.
Like in path 1, the level 1 approver of this step is the manager.
The manager can perform 3 actions. He can either approve, reject or ask for clarification from the initiator. The buttons Approve, Reject and Provide clarification can be created in a similar manner as they were created in path 1. If the manager clicks on Provide clarification, the Update button should be enabled for the initiator by which they can make the required changes to the form. This is where the Assignment Settings come into the picture for the Update button.
As you can see, we have selected step n – 2 which means that the Update button is enabled at step n – 2 which is the step of the initiator. The workflow ends if the Manager clicks the Reject button. If the Manager clicks the Approve button, the flow is transferred to the Department Head which brings us to step 3.
As in step 2, the Department Head can either approve or reject the request. Here, we need to create two buttons Approve and Reject in a similar manner as we created in step 2. If the Department Head clicks Reject, then the flow ends here. If the Department Head clicks the Approve button, the flow is transferred to the Finance Team which brings us to step 4. The Finance Team consists of 5 team members. This is where Assignment Strategy will come into the picture. We have selected the Assignment Strategy as Round Robin which means that this step will be assigned to the members of the Finance Team one by one. Only one member will be assigned to a step at a time. For another instance of the workflow, this step will be assigned to the next member in the sequence.
In this step, the flow is assigned to a member of the Finance Team. The Finance Team can either approve, reject or ask for clarification from the initiator. The buttons Approve, Reject and Provide clarification can be created in a similar manner as they were created in step 2. If the manager clicks on Provide clarification, the Update button should be enabled for the initiator by which they can make the required changes to the form. If the Finance Team member clicks on Approve, then the flow is transferred to the Finance Head.
In this step, the flow is assigned to the Finance Head. The Finance Team can either approve, reject or ask for clarification from the member of the Finance Team. The buttons Approve, Reject and Provide clarification can be created in a similar manner as they were created in step 2. When the Finance Head clicks on Provide Clarification, the Update button should be enabled for the same Finance Team member who approved the request. Also, if the Finance Head clicks on Approve, the Finance Head should be able to select the assignee for the next step. The workflow ends if the Finance Head clicks on Reject. Let’s take a look at the settings configured for achieving this.
As you can see in the Assignment Settings for the Approve button, we have selected Audit Team as the user list from which the Finance Head can select the next assignee. Also, as you can see in Basic Details, the Update button will be enabled for the Finance Team member when the user clicks on Provide Clarification.
In this step, the flow is assigned to the Audit Team member selected by the Finance Head in the previous step. The Audit Team member processes the payment and assigns the flow to the Admin team for the next step based on the phone number provided in the form. This is where the Conditional Assignee settings come into the picture.
As you can see in the Conditional Assignee Settings for the Audit Team, the next assignee is selected based on the Phone Number field in the form. The system matches the value of this field with the phone numbers of the users in the EMPLOYEE user list.
This is the last step of the workflow. The assignee selected at the previous step will now complete the payment and the workflow ends here.
The initiator is to be notified once the payment is processed. Let's look at the Communication Settings needed to achieve this.
As you can see, we have configured an email notification to be sent to the initiator as soon as the admin team processes the payment.
Path 2 of the workflow ends here.
