Example Settings of Request Workflows

Article Number:040574

You can create various kinds of workflows by setting up process management in your app.
This article provides examples of commonly used request workflow settings.

Send back or reject requests

The following example is of a workflow that allows requests to be sent back or rejected.

Workflow

Illustration: An example of a workflow that includes "Send back" and "Reject"

Statuses and processes

Statuses

Before applying, Applying, Send back, Reject, Approved

Processes

Status Assignee Condition Action Next status
Before applying Created by Apply Applying
Applying Approver Approve Approved
Send back Sent back
Reject Rejected
Sent back Created by Request again Requesting

Approver is specified in the User selection field which is placed in the form.

Process management settings

Screenshot: Record statuses being set on the "Process management" screen Screenshot: Record processes being set on the "Process management" screen

Have multiple approvers for requests

The following example is of a workflow where requests are approved by one or all of a number of managers.
If you create a group (role) of multiple managers in Users & system administration, you can select it as a process management assignee. For details, refer to Managing groups (or roles).

When you have multiple managers for approving requests, use one of the following approval methods.

  • One manager needs to be selected as the approver when a request is made.
  • Requests need to be approved by all of the managers.
  • Requests need to be approved by only one of the managers.

Workflow

Illustration: An example of a workflow with multiple approvers

Steps to configure your settings when you have a group (role) with multiple managers

The following steps show how to set a group named "Managers" as a process management assignee.

  1. Click the Select users from departments or groups icon to the right of the Assignee list search box.
    In the "Process management" settings, the "Select users from departments or groups" icon to the right of the "Assignee list" search box is outlined

  2. On the Select users dialog, open the Groups tab and select the "Managers" group.
    Screenshot: On the "Select users" dialog, the "Groups" tab, "Managers" role, and "Add" button are outlined

  3. Specify the way to approve requests.
    When there are multiple assignees, you need to select one of the following options.
    Screenshot: In the "Process management" settings, a condition for assignees is being selected from the "Assignee list" drop-down

    • One manager needs to be selected when a request is made (User chooses one assignee from the list to take action)
      Screenshot: "User chooses one assignee from the list to take action" is outlined in the "Assignee list" drop-down in the "Process management" settings One user is selected as the assignee by the assignee of the previous status when they perform the action. Screenshot: An example of the screen that appears after clicking the "Apply" action button on a record
    • All of the managers need to approve the request (All assignees in the list must take action)
      Screenshot: "All assignees in the list must take action" is outlined in the "Assignee list" drop-down in the "Process management" settings All of the managers are assignees, and the record moves to the next status when all of the managers have performed the action.
      Screenshot: An example of the screen that appears after clicking the "Apply" action button on a record
    • One of the managers needs to approve the request (One assignee in the list must take action)
      Screenshot: "One assignee in the list must take action" is outlined in the "Assignee List" drop-down in the "Process management" settings All of the managers are assignees, and the record moves to the next status when one of the managers performs the action.
      Screenshot: An example of the screen that appears after clicking the "Apply" action button on a record

Use conditional branching with requests

The following example is of a workflow where requests have conditional branching.

Workflow

Illustration: An example of a workflow with conditional branching

Statuses and processes

Statuses

Before applying, Pending approval from a senior manager, Pending approval from a manager, Approved

Processes

Status Assignee Condition Action Next status
Before applying Created by Cost exceeds or equals to one million yen Apply Pending approval from a senior manager
Cost falls below one million yen Apply Pending approval from a manager
Pending approval from a senior manager Senior manager Approve Approved
Send back Before applying
Pending approval from a manager Manager Approve Approved
Send back Before applying

"Conditions to take this action" settings

Screenshot: An example of "Conditions to take this action" settings