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Travel Approval Workflow Explained

Published 03/05/2011 03:24 PM | Updated 02/07/2014 01:16 AM | Answer Id:

11602

SuiteFlow (Workflow ): Workflow Samples: Travel ApprovalWorkflow : Travel ApprovalWorkflow in Detail: Travel Approval

Workflow Explained

Travel Approval Workflow Explained

This section provides a state-by-state discussion of the Travel Approvalworkflow. For a visualdepiction of this workflow, see the Travel ApprovalWorkflowDiagram.

Entry

The Travel Request workflowis initiated when employees submit new travel requests (Lists >Custom > Travel Request > New). When a new travel request is submitted, the Status field on onthe travel request record is set to Pending, and the request enters the Pending Approvalstate . TheCurrent Approvalworkflowinstance field is also set to Pending. The Current Approverworkflowinstance field is set to the employee's supervisor, if the employee has a supervisor. If the employeedoes not have a supervisor, the travel request skips the Pending Approvalstate and enters thePending Accounting Approvalstate , where it remains until the request is approvedby theAccounting Department.

Pending Approval

If the employee submitting the travel request has a supervisor, the request enters into the PendingApprovalstate , at which point the employee's supervisor is notified by email that there is a newtravel request to be reviewed. If the supervisor rejectsthe request, the request enters theRejectedstate and the workflowterminates. If the supervisor approvesthe travel request, therequest enters the Evaluate ApprovalLimitstate, where the amount of the travel request isevaluated by the system.

Evaluate Approv al Limit

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e amoun o e rave reques s grea er an e superv sors u ge , e rave reques goesto the Next Approverstate, where the Current Approverworkflowinstance field is dynamically setto the supervisor's supervisor. The Current Approvalworkflowinstance field is set to Pending.

If the amount of the travel request is notgreater that the supervisor's budget, the request is sentto the Pending Accounting Approvalstate , where the Travel Accounting Approvalsub-workflow isinitiated and the reques t is reviewed by the Accounting Department.

Next Approver

The travel request enters the Next Approverstate if the employee's initial supervisor has approved

a request that has an estimated budget which exceeds the supervisor's budget.If the initial supervisor hasa supervisor, the travel request loops back through the approvalprocess and re-enters the Pending Approvalstate , where the supervisor's supervisor is emailedthat there is a new travel request to be reviewed.

If the initial supervisor does not havea supervisor, the travel request enters the Pending AccountingApprovalstate , where the Travel Accounting Approvalsub-workflow is initiated and the request isreviewed by the Accounting Department.

Pending Accounting Approval

When travel requests enter the Pending Accounting Approvalstate, the Initiate Workflowaction isexecuted and the Travel Accounting Approvalsub-workflow is initiated. This sub-workflow containsits own Pending Approvalstate. The travel request remains in this state until it is approvedby the

Accounting Department. Once the request is approved, the travel request enters the Approvedstate and the workflowterminates.

Approved

All approvedtravel requests enter the Approvedstate when the Accounting Department hasapprovedthe request and the Travel Accounting Approvalsub-workflow completes.

Rejected

Travel requests that are rejected in the Pending Approvalstate are put into the Rejected state andthe Travel Approvalworkflowterminates.

Related Topics

WorkflowsOverview

WorkflowCore Concepts

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