Authorisation Workflows
Create a new authorisation workflow
Click new and set a description for the workflow. This description will be displayed when an item is pending authorisation under this workflow. You can use this to give more context to the authorisation being performed (e.g.: "Customer authorisation")
Select an attribute that this workflow will apply to.
Check that the correct "catch actions" are being set to ensure this workflow is properly supported. Also see the Authorisation settings page on how to set defaults.
Choose what emails are sent when different actions in the workflow take place.
- Send: The email that is sent when a request is sent to an a user for approval.
- Approve: The email that is sent when a request is approved.
- Catch: The email that is sent when there is a problem with the workflow.
- Reject: The email that is sent when a workflow is a rejected.
The email templates can be configured on the Communication setup page by CTRL + clicking.
Workflow setup
With the general setup complete, we can begin to create the workflow. Click the add button to add a step to this workflow. Once you have created and named your step, you can add your criteria. Click Add to add an 'if' statement, Clicking the same Add button again will add additional "OR" conditions.
If you would like to create an 'if, and' statement, select the add button at the end of the criterion.
For each if statement separated by an 'or' you can define the action that takes place.
Approve workflow automatically skips the rest of the steps and approves the workflow.
Reject workflow will reject the item and will not test any other steps.
Approve step will automatically approve the step and move the workflow onto the next step.
Send to will open a menu where you can select what users can approve the steps. You can edit who can perform actions further in the approval form below the selected users.
- Any must approve: Any of the users selected must perform an action to continue/end the workflow.
- Prevent self authorisation: If one of the users that can perform the actions selected has submitted the request then they can not authorise their own request.
To setup what action the selected users can perform for the send to step, click the actions tab. You can add and delete actions as well as changing the label (what appears to the user) for each action. Efficient workflows will label the approve workflow action differently to the approve step action. If you wanted to inform users why the request was approved/rejected you can enforce that the user leaves a note.
At the end of each step you will have an option to either 'catch' or skip to next. If you are confident that your workflow allows for no anomalies then you can click catch, however, it is recommended that you click skip to next until the final step which should be a catch statement.
When the workflow is complete, you can either create it as a draft or submit the workflow.
You can disable a workflow at any time. If you wanted to make a revision to a workflow you can do so by clicking the revision button. You can see all of your previous revisions and the current revision you are on in case you wanted to bring back an old workflow.
Submitting for authorisation
When submitting an item in Iplicit, the status may vary. If the status has changed to pending then a workflow has been setup by a member of your team. Your request will need to be authorised by the appropriate user.
You will receive a notification stating the confirmation of your submission request. (You can change these settings in “My Settings” under notifications)
You can cancel a request at any moment by going back to the item in question and clicking the cancel button.
Environment settings
Default workflow catch actions
- Select who needs to be notified in the case of a catch, ideally these users will be system admins.
- The catch actions are used when the authorisation workflow is in an exception and cannot determine what the next step is.
- A catch is when there has been an issue in the logic of a workflow and the workflow does not get approved nor rejected. Catch will catch all of the requests in a limbo. The defaults can then cancel or restart the request.
Default workflow send actions
- Select the people most likely to have to approve most workflows. This is not necessary.
- Select the ideal default action that people could perform when a request gets sent to them. Usually the default will be "approve" and "reject".