improve collaboration with vision approval workflows€¦ · in 4d with vision - win, plan, manage...

Improve Collaboration

with Vision Approval

Workflows

Dennis McGuire

Custom Solution Developer VI-32

©2016 Deltek, Inc. All Rights Reserved 2

Agenda

Approval Workflows Overview

Planning the Approval Process

Creating Approval Workflows

Enabling the Approval Process

Approving and Tracking Requests

Summary


Dennis McGuire



Vision Workflow Approvals Provides

1. A mechanism to delegate authority

2. Actions and steps to alert the

assignee and requester

3. Automation of office procedures

These three features of Workflow

Approvals save the company time and

money



Application with workflow approvals

Purchase Requisitions (7.4)

Request for Price Quotes (7.4)

Purchase Orders (7.4)

Inventory Item Request (7.4)

Absence Request (7.5)

AP Invoice Approvals (7.5)

General Ledger Budget (7.5)

Expense Report and Expense Line Approvals

(7.6)



Dennis McGuire



1. Gather Input from Stakeholders

2. Determine Policies

3. Document and Diagram the Process



Absent Request Policy Example

– More than 80 hours being

requested must go though HR

directly

– Employees or flex employees

requesting more than 8 hours

requires supervisor’s approval


Approval Request Process

Creating Approval Workflows

Dennis McGuire



Approval Configuration General Tab



Click the New button and select

the application



The default date the

reminder notification is

sent

Project Routing Basis allows the workflow

to pull assignees from the project level or

the lowest level



Allow Employees to Reopen Closed

Approval Records

• allows the selected users to reopen and

edit the expense reports after it has

been approved.

Approval Administrator

• views all requests

• edits the workflows

• receives workflow error

messages



Automatically approves line items

awaiting approval when the expense

report is finally approved.

Allows the employee to

reopen and editing the

expense report. Resets

the approval process.

Allows the expense reports and

expense line to be on different

steps for concurrent processing

of line items and expense

reports.


Creating Approval Configuration Workflow Tab

Adding steps or

changing the conditions

will reset all the

approvals


Approval Configuration Workflow Tab

The Action if

Condition Not Met

performs the selected

action if the condition

fails

Approval Steps translates from each step

in the policy

Use the conditions to

delegate or auto approve

requests



Workflow states

• In Approval

Approver can approve or reject

• In Review

Approver can edit, approve, or

reject. Editing the request forces

the either a restart or approve

based on the configured review

state

• In Progress

Approver can edit, approve or reject



Number of days

before starting the

past due

notification.

Any means any Assign To or Specific

Employee can approve

ALL means everyone specified must approve



Reject Action

• Assign to Submitter: Sends the

request back to submitter to be

revised

• None: Forces the approval of the

request

Review Action

• Approve: After edits the request is

approved

• Restart Approval: Send the request

back to step 1 in the approval process


Approval Configuration Workflow Action

• Actions provide alerts, errors, warnings,

and notifications.

• For example The Validate Error at Start

can be used to enforce simple business

rules before the employee can submit the

expense sheet. The action is only

available in the first step of the process


Creating Approval Workflows Action

Each step in the approval process

fire the actions describe in the Step

Actions grid.

Step Beginning occurs before the

approver can look at the record. The other

actions occur after the approver select

either approve or reject


Creating Approval Workflows Action

Actions work in conjunction with

the approval step by alerting

assignees, submitters and

others.

Validate error

prevents the request

from moving to the

next step.

Creating Approval Workflows Actions

Enabling the Approval Process

Dennis McGuire



Enabling the Approval Process Organizational

Assign specific

employees as

departmental approvers

Enabling the Approval Process Role Security

Approval focus centers

• AP Invoice Approval

• Approval Review

• Absence Requests

Approval Review allows an

employee to use a single dialog to

view all approval requests

Viewing the request for Purchase

Order, Expenses, and General

Ledger Budgets occur from with

their interface


Enabling the Approval Process Role Security

Approval Workflow Record Access

Assignment Only: Your request and

requests assigned to you

All Records: Everyone’s requests

Applies the employee record level

access.

Approval Process Time Analysis

Vision allows the application of

different approval workflows to

different benefit types.

Enabling the Approval ProcessExpense Approval

Upgrading to 7.6 with Expense Approval on

• Post all expenses prior to the upgrade

What happens if you have unposted expenses?

• Any submitted but unapproved expenses

go back to In Progress


Enabling the Approval ProcessExpense Approval


• If Line Item Approval is turned on and only

some of the line items were approved then

all the lines go back to Unapproved and In

Progress

• If both Expense Report and Line Item is on

then if either the entire submitted report or a

line item is not approved then the whole

expense report goes back to In Progress


Approving and Tracking RequestsExpense Approval

• The Approval options have been

removed from the

Employee\Expense tab and have

been transferred to the workflow.

• System Level employees can edit

in progress and create new

expense reports. Expense reports

in the approval process can be

edited by the approver.

Enabling Expense Approval Company Expense

Company Expense Configuration

• Both Expense Report and Line Item

approvals use single workflow.

• Expense approval is configured by

company.

• Have the workflow setup completed

prior to activating.

Approving and Tracking Requests

Dennis McGuire


Approval Review

The Approval Review

screen can be a one

stop shop for all the

approvals

Making Absence Request from Timesheet


Select single or multiple daysShow the days selected and

total hours

Start the approval process by

clicking on the submit button



Show or hide pervious requests

View all the current absence

requests


Approving and Tracking RequestsAbsence Request

Notification can appear

as either an email or a

dashboard alert

Linked records will

disappear as you

click on them


Approving Absence Request


Approving Absence Request

Requests pending approval are in

yellow and the one in the current

request is in bold

Approve: Move the request to the next

step or other approver. If there are no

additional steps then final approve.

Reject: Fire the reject actions

Reassign: Allows the approver to hand

off the request to another user.


Approving Absence Request History


Approving Absence Request History

• Adding the dates to the comment can help track the date being

approved.

• A custom report could be created showing what employees will be off for

the week.

View All Absence

Request pulls all of the

requests into a calendar

view


Approval Absence Request Calendar


Tracking Expense Approval Expense Report

With line item approval

enabled each line has an

approval status. Clicking

on the line will show the

current step in the

approval process.


Tracking Expense Approval Expense Report

Expense reports now

have a new tab to track

the progress of the

request though the

approval workflow


Expense Report Approval History

Expense reports now have a

new tab to track the progress

of the request though the

approval workflow

States:

1. Start – Not yet submitted/started

2. In Progress – The record can be edited

and approved or rejected

3. In Approval - The record can be

approved or rejected

4. In Review – The record can be

approved or sent back to step 1 after

editing

5. Completed - Record has been final

approved


Posting Expense Report Transactions

The approval columns no longer appear in the transaction

expense posting

Group and organization columns were added to the

Transaction Expense Posting

Summary

Dennis McGuire



Summary

Remember to Plan your approval process

Approval workflows provide a flexible tool to control the

approval steps

Leverage the actions for validation and notification

Using the interfaces to track and approve records

Please submit a survey for this session via the

mobile app.


Check out these Insight Presentations:

– VI-14: Customer Spotlight: Seeing Your Business

in 4D with Vision - Win, Plan, Manage and Profit

– VI-74: Customer Spotlight: Achieving Enhanced

Operational Efficiency and Coordination with

Vision CRM

– VI-47: Streamline Accounts Payable with Vision

– VI-46:Tune Up Your Project Management with

Vision

Questions?

Come visit the SilverEdge booth in the Expo Hall to discuss further!

Dennis McGuire

SilverEdge System Software, Inc.


improve collaboration with vision approval workflows€¦ · in 4d with vision - win, plan, manage...

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