WORKFLOW MANAGEMENT

Approval workflows are created to support requirements where multiple levels of approval are required in a specific sequence for a transaction/maintenance. Each workflow can be configured to have up to five levels of approval with a specific user or a user group configured at each level.

Workflows can be created independently and can be attached to a specific transaction/maintenance as part of the Approval Rule configuration.

Prerequisites

• Transaction access is provided to Bank Administrator.
• Party preference is maintained.
• Multiple users are maintained under a party or as Bank administrators
• Approval rule set up for Bank administrator to perform the actions.
• Necessary user groups are maintained using User Group Management.

Features supported in application

Approval Rule maintenance allows Bank AdministratorAdministrator is a set of individuals that administer the applicant/Affiliate entity. For example, Accountants, Authorized Signatories for organizations, Power of Attorney for individuals. to:

• View Approval Workflows
• Create Approval Workflows
• Edit Approval Workflows
• Delete Approval Rules

How to reach here:

Dashboard > Approvals > Workflow Management

Approval Workflow – Select User Type

Bank Administrator logs into the system and navigates to the Approval Workflow screen. On accessing the ‘Approval Workflow Management’ menu, bank administrator has to select the user type for whom the workflows are to be maintained.

Approval Workflow – Select User Type

• Click Admin User to access the workflow management of bank administrator users. The Admin Workflow Management screen appears.
• Click Corporate User to access the workflow management of bank administrator users. The Workflow Management screen appears.

Approval Workflow - Admin User - Admin Workflow Management

Admin Workflow Management

Field Description

Field Name	Description
Workflow Code	Code of the already maintained approval workflow.
Workflow Description	Description of the already maintained approval workflow.

• Click Create to create new admin workflow. The Admin Workflow Management – Create screen appears.
  OR
  Click Cancel to cancel the operation and navigate the user back to ‘Dashboard’.
  OR
  Enter the search parameters and click Search to search the matching records.
  OR
  Click Clear to clear the input search parameters.
  

Admin Workflow Management – Create

Bank Administrator can create approval workflows for the Admin users. By default, user can specify minimum one and maximum five levels of approvals as a part of workflow.

Administrator can set either an individual user or user group of a corporate as a part of each level of approval. Approval type (sequential/non-sequential/no authorization) is defined at the party preference.

To create an approval workflow:

• In the Admin Workflow Management screen, click Create. The Admin Workflow Management - Create screen appears.

Field Description

Field Name	Description
CREATE
Workflow Code	To specify approval workflow code.
Workflow Description	To specify approval workflow description.
Approval Details Approval levels for a user / user group. You can click Add for multi level approval process.
Approval Level	Approval levels for a user / user group. User can click Add for multi level approval process.
User / User Group	To select specific user or a user group at each level of approval.

2. In the Workflow Code field, enter the workflow code.
3. In the Workflow Description field, enter the name of the workflow.
4. In the Approval Details section, from the Level 1 field, click appropriate user / user group.
5. From the User Name / User Groups list, select the approver user name.
6. Click Add to add the selected user/ user group at specific level of approval.
   OR

7. Click icon to remove specific approval level.

7. Click Save to save Approval Workflow.
   OR
   Click Back to go back to previous screen.
   OR
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
8. The Admin Workflow Management - Create - Review screen appears post necessary validations. Verify the details, and click Confirm.
   OR
   Click Edit to make the changes if any.
   User is directed to the Admin Workflow Management - Create screen with values in editable form.
   OR
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
9. The success message of approval level group creation appears along with the transaction reference number.
   Click OK to complete the transaction and navigate back to ‘Workflows’ screen.

Admin Workflow Management – Search

Bank administrator user can search the workflows maintained for administrator users.

Workflows maintained (if any) for admin users are displayed on the screen after searching with valid input. User can opt to view the details of existing workflows or can create new approval workflow using this screen.

To search the approval workflow for admin users:

1. In the Admin Workflow Management screen, enter the search parameters and click Search. The Admin Workflow Management screen with search results appears based on the searched criteria.

Field Description

Field Name	Description
Search Results
Workflow Code	Code of the already maintained approval workflow.
Workflow Description	Description of the already maintained approval workflow.
Approval Level	Number of approval levels in each workflow.

• Click the Work Flow code link, to view details of the selected Approval Workflow. The Workflow Management - View screen appears.
  OR
  Click Back to go back to previous screen.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  OR
  Click Create to create new Approval Workflow for admin users.

Admin Workflow Management – View

Further drill down is given on the each workflow to view the details of the users/ user groups who are the part of workflow.

Field Description

Field Name	Description
View
Workflow Code	Workflow code is displayed.
Workflow Description	Workflow description is displayed.
Approval Details
Approval Level	User / user group maintained at each approval level.
User Name / User Groups	User or a user group maintained at each level of approval.

3. Click Edit to edit the workflow. The Admin Workflow Management - Edit screen with values in editable form appears.
   OR
   Click Back to go back to the previous screen.
   OR
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.

Admin Workflow Management - Edit

This function enables the bank administrator to update the description of the workflow and also to remove existing and add the new approval levels. Edited workflows are applicable for new transactions initiated post workflow update, whereas the previously initiated and transactions pending approval follows the old workflow.

To edit an approval workflow:

• In the Admin Workflow Management screen, click the Work Flow code link, for which you want to view the details. The Admin Workflow Management - View screen appears.
• Click Edit. The Admin Workflow Management - Edit screen appears.

Field Description

Field Name	Description
Edit
Workflow Code	Workflow code is displayed.
Workflow Description	Workflow description is displayed in editable form.
Approval Details
Approval Level	Approval levels for a user / user group. Administrator can remove or add approval levels in a workflow.
User Name / User Groups	User or a user group maintained at each level of approval. Administrator can edit an existing user/user group maintained at each level and can also specify user/user group for additional approval level.

• Edit the required details.
• Click Add to add the selected user/ user group at specific level of approval.
  OR
  Click icon to remove specific approval level.
• Click Save to save Approval Workflow.
  OR
  Click Back to cancel the operation and to go back to previous screen.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
• The Admin Workflow Management - Edit- Review screen appears post necessary validations. Verify the details, and click Confirm.
  OR
  Click Edit to make the changes if any.
  User is directed to Admin Workflow Management - Edit screen with values in editable form.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
• The success message of updating the approval level group appears along with the transaction reference number.
  Click OK to complete the transaction and navigate back to ‘Dashboard’.

Approval Workflow - Corporate User - Workflow Management

System displays a screen to enter the party information (party ID or party name) and search party for which the approval workflows are to be maintained/ viewed.

User can enter the party ID (if known) or the party name with a minimum of five characters.

System matches the input provided by the user with the party name records and displays the matching party records.

In case of a party search by party ID, it is an exact match and system displays the workflows maintained if any.

In case of a party search by name, system displays the matching party records. The records have parties listed with both PartyA party is any individual or business entity having a banking relationship with the bank. ID and Party Name information. User can select the record by clicking on the Party ID from the list.

Workflow Management

Field Description

Field Name	Description
Party Id	Party IDs as per search input.
Party Name	Party names of the party ID.

• Enter the search parameters and click Search to search the matching records.
  OR
  Click Cancel to cancel the operation and navigate the user back to ‘Dashboard’.
  OR
  Click on ‘Clear’ to clear the input search parameters.
  

Workflow Management – Create

Bank Administrator can create approval workflows for corporate users. By default, user can specify minimum one and maximum five levels of approvals as a part of workflow.

Administrator can set either an individual user or user group of a corporate as a part of each level of approval. Approval type (sequential/non-sequential/no authorization) is defined at the party preference.

To create an approval workflow:

• In the Workflow Management screen, enter the party id in the In the Party Id field.
  OR
  In the Party Name field, enter the party name.
• Click Search. The Workflow Management screen with both Party ID and Party Name appears.
  OR
  Click Clear to clear the search parameters.
  OR
  Click Cancel to cancel the transaction.

Workflow Management – Party Search

Field Description

Field Name	Description
Party Id	List of the Party IDs as per search input.
Party Name	List of the Party names of the party IDs as per search input.
Workflow Code	Code of the already maintained approval workflow.
Workflow Description	Description of the already maintained approval workflow.
Approval Levels	Number of approval levels in each workflow.

• Click Create. The Workflow Management - Create screen appears.
  OR
  Click the Workflow Code link to view details of the selected Approval Workflow. The Workflow Management - View screen appears.

Field Description

Field Name	Description
Create
Party Id	Party ID of which workflows to be viewed/ edited.
Party Name	Party name of Party ID of which workflows to be viewed/ edited.
Workflow Code	To specify approval workflow code.
Workflow Description	To specify approval workflow description.
Approval Details
Approval Level	Approval levels for a user / user group. User can click Add for multi level approval process.
User / User Group	To select specific user or a user group at each level of approval.

4. In the Workflow Code field, enter the workflow code.
5. In the Workflow Description field, enter the name of the workflow.
6. In the Approval Details section, from the Level 1 field, click appropriate user / user group.
7. From the User Name / User Groups list, select the approver user name.
8. Click Add to add the selected user/ user group at specific level of approval.
   OR

9. Click icon to remove specific approval level.

9. Click Save to save Approval Workflow.
   OR
   Click Back to go back to previous screen.
   OR
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
10. The Workflow Management - Create - Review screen appears post necessary validations. Verify the details, and click Confirm.
    OR
    Click Edit to make the changes if any.
    User is directed to the Workflow Management - Create screen with values in editable form.
    OR
    Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
11. The success message of approval level group creation appears along with the transaction reference number.
    Click OK to complete the transaction and navigate back to ‘Workflows’ screen.

Workflow Management – Summary

Clicking on Workflow Code Hyperlink, workflows maintained (if any) under a party are displayed on the screen. User can opt to view the details of existing workflows or can create new approval workflow using this screen.

Workflow Management – Summary

Field Description

Field Name	Description
Party Id	Party ID of which workflows to be viewed/ edited.
Party Name	Party name of Party ID of which workflows to be viewed/ edited.
Workflow Code	Code of the already maintained approval workflow. This field will be displayed only if there are existing approval workflows available under a party.
Workflow Description	Description of the already maintained approval workflow. This field will be displayed only if there are existing approval workflows available under a party
Approval Levels	Number of approval levels in each workflow. This field will be displayed only if there are existing approval workflows available under a party.

• Click the Workflow Code link to view details of the selected Approval Workflow. The Workflow Management - View screen appears.
  OR
  Click Create. The Workflow Management - Create screen appears.
  OR
  Click Back to go back to previous screen.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  

Workflow Management – View

Further drill down is given on the each workflow to view the details of the users/ user groups who are the part of workflow.

To view the approval workflow for corporate users:

1. In the Workflow Management screen, enter the search parameters and click Search. The Workflow Management screen with search results appears based on the searched criteria.
2. Click the Workflow Code link to view details of the selected Approval Workflow. The Workflow Management - View screen appears.

Field Description

Field Name	Description
View
Party Id	Party ID of which workflows to be viewed/ edited.
Party Name	Party name of Party ID of which workflows to be viewed/ edited.
Workflow Code	Workflow code is displayed.
Workflow Description	Workflow description is displayed.
Approval Details
Approval Level	User / user group maintained at each approval level.
User / User Group	User or a user group maintained at each level of approval.

3. Click Edit to edit the workflow. The Workflow Management - Edit screen with values in editable form appears.
   OR
   Click Back to go back to the previous screen.
   OR
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.

Workflow Management - Edit

This function enables the bank administrator to update the description of the workflow and also to remove existing and add the new approval levels. Edited workflows are applicable for new transactions initiated post workflow update, whereas the previously initiated and transactions pending approval follows the old workflow.

To edit an approval workflow:

1. In the Workflow Management screen, enter the search parameters and click Search. The Workflow Management screen with search results appears based on the searched criteria.
2. Click the Workflow Code link to view details of the selected Approval Workflow. The Workflow Management - View screen appears.
3. Click Edit to edit the workflow. The Workflow Management - Edit screen with values in editable form appears.
   OR
   Click Back to go back to the previous screen.
   OR
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.

Field Description

Field Name	Description
Edit
Party Id	Party ID of which workflows to be viewed/ edited.
Party Name	Party name of Party ID of which workflows to be viewed/ edited.
Workflow Code	Workflow code is displayed.
Workflow Description	Workflow description is displayed in editable form.
Approval Details
Approval Level	Approval levels for a user / user group. Administrator can remove or add approval levels in a workflow.
User Name / User Groups	User or a user group maintained at each level of approval. Administrator can edit an existing user/user group maintained at each level and can also specify user/user group for additional approval level.

• Edit the required details.
• Click Add to add the selected user/ user group at specific level of approval.
  OR
  Click icon to remove specific approval level.
• Click Save to save Approval Workflow.
  OR
  Click Back to cancel the operation and to go back to previous screen.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
• The Workflow Management - Edit- Review screen appears post necessary validations. Verify the details, and click Confirm.
  OR
  Click Edit to make the changes if any.
  User is directed to Workflow Management - Edit screen with values in editable form.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
• The success message of updating the approval level group appears along with the transaction reference number.
  Click OK to complete the transaction and navigate back to ‘Dashboard’.

FAQs

What is approval management?

Approval Management enables a bank administrator to set up approval conditions for various transactions on channel banking. The approval management allows setting up the maker / checker flow, wherein a transaction is initiated by a maker and the same is authorized by a single / multiple checkers depending on the configuration.

What is approval workflow maintenance?

Approval workflows are created to support requirements where multiple levels of approval are required in a specific sequence for a transaction/maintenance. Each workflow can be configured to have up to 5 levels of approval with a specific user or a user group configured at each level.

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