Managing Confirmation Agreements

Objective

After completing this lesson, you will be able to manage user and approver agreements.

Confirmation Agreements Overview

Confirmation agreements in workflows are used when a company requires a legally binding acceptance statement from their employees. They can be configured to appear when:

  • A user submits an expense report or cash advance
  • An approver approves an expense report or cash advance

When a user or approver accepts the terms of the confirmation agreement, an audit trail entry is created to satisfy these legal requirements.

The image displays a Workflows page in a web application. The Confirmation Agreements tab is highlighted. Action buttons show New (highlighted), Modify, Copy, and Remove. A table lists two columns: Confirmation Agreement Name and Editable By Group(s). Entries include User Electronic Agreement, Approver Electronic Agreement, and New User Agreement, each editable by *Global.

Configure User and Approver Confirmation Agreements

To create a confirmation agreement:

Steps

  1. On the Workflows page, select the Confirmation Agreements tab, and then select New.

    The image displays a Workflows page in a web application. The Confirmation Agreements tab is highlighted. The New button is highlighted. Other tabs include Workflows, Expense Report Approval Statuses, Email Notifications, Authorized Approvers, Settings, and Reason Category and Codes. A table shows two columns: Confirmation Agreement Name and Editable By Group(s). Rows list User Electronic Agreement, Approver Electronic Agreement, and New User Agreement, each editable by Global.

  2. The Confirmation Agreement window appears. Complete the appropriate fields and select Save. The agreement is now available for association with your workflow. Note that you must have unrestricted administrator access to associate a confirmation agreement to a workflow.

    The image displays a Workflows page with the Confirmation Agreements tab open. A Confirmation Agreement dialog is highlighted, showing fields: Name set to Agreement, Title set to User Agreement, Text stating “By submitting this report, you agree that all receipts and expenses were accrued as a result of legitimate business needs,” and Editable By Group(s) set to *Global with a dropdown. The Save button is highlighted at the bottom, with Cancel beside it.

Summary

  • Create and manage user and approver confirmation agreements.
  • Access the Confirmation Agreements tab within the Workflows page.
  • Define legally binding acceptance statements for expense reports and cash advances.
  • Ensure compliance by generating an audit trail upon agreement acceptance.
  • Require agreement acceptance upon report submission or approval.

Learning

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