WORKFLOW MANAGEMENT

The Approval workflow management is maintaining series of approval levels that are necessary to complete an approval flow. It is triggered when initiators initiate a transaction. As per the approval workflow maintenance, the transaction will follow the levels of approvals and complete the transaction only when one of user from all the approval levels approves the transaction.

Workflow Management allows Corporate Administrator to:

• Create Workflow Management
• View Workflow Management
• Edit Workflow Management

Prerequisites:

• Party preference is maintained
• Corporate Administrator is maintained for a party
• Transaction access is provided to Corporate Administrator
• Multiple corporate users are maintained under a party
• Approval rule set up for corporate administrator to perform the actions
• Necessary user groups are maintained

Workflow

How to reach here:

Corporate Administrator Dashboard > Quick Links > Approvals > Workflow Management
OR
Toggle Menu > Approvals > Workflow Management

Approval Workflow – Summary

Corporate Administrator logs into the system and navigates to the Approval Workflow screen; workflows maintained (if any) under a party mapped to the user are displayed on the screen. User can opt to view the details of existing workflows or can create new approval workflow using this screen.

Field Description

Field Name	Description
Party ID	Party ID mapped to the logged in corporate administrator.
Party Name	Party name of Party ID mapped to the logged in corporate administrator.
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 Create to create new Approval Workflow.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  OR
  Click the Workflow Code link to view details of the selected Approval Workflow.

Workflow Management - Create

Corporate Administrator can create approval workflows for the 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:

1. Click Create. The Workflow Management - Create screen appears.

Field Description

Field Name	Description
Party ID	Party ID mapped to the logged in corporate administrator is displayed.
Party Name	Party name of Party ID mapped to the logged in corporate administrator is displayed.
Workflow Code	To specify the approval workflow code.
Workflow Description	To specify the approval workflow description.
Approval Details
Approval Level	Approval levels for a user / user group. You can click Add for multi level approval process.
User Name / User Groups	User group name or code who is a part of user group.

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/ User Group list, select the approver user name.
6. Click Add to add the selected user/ user group at specific level of approval.
   OR

Click icon to remove specific approval level.

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

Workflow Management - View

On accessing ‘Workflow Management’ menu option, summarized view of all the approval workflows maintained if any under a party are shown on the screen. 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:

• In the Workflow Management screen, click the Workflow Code link, for which you want to view the details. The Workflow Management - View screen appears.

Field Description

Field Name	Description
Party ID	Party ID mapped to the logged in corporate administrator is displayed.
Party Name	Party name of Party ID mapped to the logged in corporate administrator is displayed.
Workflow Code	Workflow code is displayed.
Workflow Description	Workflow description is displayed.
Approval Details
Approval Level	Approval levels for a user / user group.
User/ User Group	User or a user group maintained at each level of approval.

• 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’.
  

Edit Workflow Management

This function enables the corporate 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 Workflow Management screen, click the the Workflow Code link, for which you want to view the details. The Workflow Management - View screen appears.
• Click Edit. The Workflow Management - Edit screen appears.

Field Description

Field Name	Description
Party ID	Party ID mapped to the logged in corporate administrator is displayed.
Party Name	Party name of Party ID mapped to the logged in corporate administrator is displayed.
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 / User Group	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 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.
  The Workflow Management -Edit screen with values in editable form appears.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
• The success message of saving the approval level modification appears along with the transaction reference number and status.
  Click OK to complete the transaction and navigate back to ‘Dashboard’.

FAQs

What is approval management?

Approval Management provides an option to the corporate administrator to enable various transactions to follow approval flow on channel banking. The approval management allows setting 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 wherein 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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