Approval Workflows

Configure and use approval workflows to control procurement processes.

Overview

Waqti supports flexible approval workflows:

• Linear Workflows - Sequential step-by-step approvals
• Conditional Workflows - Different paths based on criteria
• Parallel Approvals - Multiple approvers simultaneously
• Visual Workflow Builder - Drag-and-drop design (Enterprise)

Workflow Types

Linear Workflow

Simple sequential approval:

Creator → Dept Head → Finance → CFO → Approved

Best for:

• Small organizations
• Simple approval requirements
• Fixed approval chains

Conditional Workflow

Different paths based on conditions:

Amount < 10,000 SAR:
  Creator → Dept Head → Approved

Amount 10,000 - 50,000 SAR:
  Creator → Dept Head → Finance → Approved

Amount > 50,000 SAR:
  Creator → Dept Head → Finance → CFO → Approved

Best for:

• Varying approval requirements
• Amount-based escalation
• Department-specific rules

Parallel Workflow

Multiple approvers at the same step:

Creator → [Dept Head AND Finance Manager] → CFO → Approved

Options:

• All Required - Both must approve
• Any One - First approval advances
• Majority - More than half approve

Creating Workflows

Step 1: Access Workflow Settings

1. Navigate to Settings → Approval Workflows
2. Click + Create Workflow

Step 2: Basic Settings

Setting	Description
Name	Descriptive workflow name
Type	PO, Invoice, Vendor, etc.
Active	Enable/disable workflow
Description	Purpose of workflow

Step 3: Define Conditions

Set when this workflow applies:

Condition Type	Example
Amount Range	10,000 - 50,000 SAR
Department	Operations, Finance
Vendor Category	Construction, IT
Item Category	CAPEX items

Step 4: Add Approval Steps

For each step, configure:

Setting	Options
Approver Type	Role, User, Department Head
Specific User	Named approver
Required	Must approve or can skip
Time Limit	Hours/days to respond
Escalation	Who to escalate to

Step 5: Configure Actions

Define what happens at each decision:

Action	Result
Approve	Move to next step
Reject	Return to creator
Request Changes	Return for modification
Delegate	Assign to another user

Approval Process

For Requesters

Submitting for Approval

1. Create and complete your request (PO, etc.)
2. Click Submit for Approval
3. System routes to appropriate workflow
4. Track status in your dashboard

Tracking Progress

View approval status:

PO-2025-0042 Status: Pending Approval

Step 1: Dept Head ✅ Approved (Jan 15, 10:30 AM)
Step 2: Finance    ⏳ Pending (Ahmed Mohamed)
Step 3: CFO        ○ Waiting

For Approvers

Pending Approvals

Access pending items:

1. Dashboard → Pending Approvals widget
2. Or Approvals → Pending in sidebar

Reviewing a Request

When reviewing, check:

• Request details and amounts
• Line items and quantities
• Attachments and documentation
• Budget availability
• Comments from previous approvers

Taking Action

Action	When to Use
Approve	Request is valid and within policy
Reject	Request should not proceed
Request Changes	Need modifications before approval
Delegate	Cannot approve, assign to colleague
Hold	Need more time or information

Delegation

Temporarily delegate your approval authority.

Setting Up Delegation

1. Settings → Delegation
2. Click Add Delegation
3. Configure:
   • Delegate to (user)
   • Start date
   • End date
   • Scope (all or specific workflows)

Types of Delegation

Type	Description
Vacation	Full delegation for time off
Partial	Specific request types only
Emergency	One-time delegation

Delegation Rules

• Delegate must have appropriate permissions
• Original approver receives notifications
• Audit trail shows delegation
• Can be revoked anytime

Escalation

Automatic escalation when approvers don't respond.

Escalation Settings

Setting	Description
Time Limit	Hours/days before escalation
Escalate To	Next approver or specific user
Notification	Email and in-app alert
Repeat	Re-escalate if still no response

Escalation Flow

Day 1: Pending with Dept Head
Day 3: Reminder sent
Day 5: Escalated to Finance Director
Day 7: Escalated to CFO

Approval History

Viewing History

For any approved/rejected request:

1. Open the request
2. Click Approval History tab
3. See complete timeline:

Date	Time	Action	User	Comments
Jan 15	09:00	Submitted	John
Jan 15	10:30	Approved	Sarah	Budget OK
Jan 15	14:15	Approved	Mike	Verified quotes
Jan 16	09:00	Approved	CFO	Final approval

Audit Trail

Every action is logged:

• User who acted
• Timestamp
• Action taken
• Comments added
• IP address (if enabled)

Notifications

Notification Types

Event	Recipient	Method
New Approval	Approver	Email + App
Reminder	Approver	Email + App
Approved	Requester	Email + App
Rejected	Requester	Email + App
Escalated	Next Approver	Email + App

Managing Notifications

Configure at Settings → Notifications:

• Enable/disable by type
• Set frequency (immediate, daily digest)
• Choose channels (email, app, both)

Best Practices

Design Simple Workflows

• Fewer steps = faster approvals
• Only include necessary approvers
• Use conditions to route appropriately

Set Realistic Timeframes

• Consider business hours
• Account for holidays
• Set escalation reasonably

Document Decisions

• Always add comments when approving/rejecting
• Attach relevant documents
• Reference policies when rejecting

Regular Review

• Review workflow effectiveness quarterly
• Check average approval times
• Identify bottlenecks

Reports

Approval Metrics

Metric	Description
Average Approval Time	Time from submit to final approval
Approval Rate	% approved vs rejected
Escalation Rate	% requiring escalation
Bottleneck Analysis	Steps with longest delays

Generating Reports

1. Reports → Approval Metrics
2. Select date range
3. Filter by workflow, department
4. Export as PDF/Excel

Related Topics

• Purchase Orders
• Workflow Configuration
• User Roles
• Settings