Configuring Workflows

Objective

After completing this lesson, you will be able to demonstrate configuring Workflows in Concur Request based on the customer's business requirements.

Workflow Configuration

In the Concur Request Business Requirements Overview unit, you learned that CVI has the following business requirements:

  • All requests must be routed to the line manager.
  • All travel requests of USD 5,000 (or CZK equivalent) or more must be approved by the request processor.
  • All authorization requests of USD 2,500 (or CZK equivalent) or more must be approved by the request processor.
  • If a request is not approved within three days, it should be routed to the next approver.

Based on these requirements, you will need to configure two workflows - one for travel requests and one for authorization requests. You will use the default, Not Integrated with Travel, Workflow as a template.

Workflow Configuration Process

Working with Workflows

Steps

  1. Access Workflows

    Select Workflows from Request Admin page.

    Select Workflows from the Request Admin tools.

  2. Copy a Default Workflow

    Select a Workflow Name and then select the Copy button to copy a default workflow.
    1. Select the Not Integrated with Travel workflow.
    2. Select the Copy button.

  3. Update General Settings

    Enter Workflow Name, select Expire After This Many Days field, and then, select the Next button to update the general settings.
    1. Change the Workflow Name to *CVI Travel Request Workflow.
    2. Change the Expire After This Many Days setting to 3.
    3. Select the Next button.

  4. Add the Request Processor Step

    To add a new request processor step, select the New button in the Wokflows tab.

    Select the New button.

  5. Define Step Settings

    Enter the Step Name, select the Role, Initial Status and Approval Actions from the drop-down, then select Email Employee when step is complete checkbox, and finally, the Save button to define step settings.
    1. Set the Step Name to Processor Approval.
    2. Set the Role to Request Administrator.
    3. Set the Initial Status to Submitted & Pending Approval.
    4. Select Approve and Sent Back to Employee as the Approval Actions.
    5. Select the Email Employee when step is complete checkbox.
    6. Select the Save button.

  6. Advance to the Step Rules Screen

    To navigate to the Step Rules Screen, select the Wokflows tab, and then, select the Next button.

    Select the Next button.

  7. Create a New Workflow Rule

    To create a New Workflow Rule, select the Workflows tab, select a Step Name, and then, select the New button in the Step Rules area.
    1. Select Processor Approval.
    2. Select the New button.

  8. Define the Rule

    Enter the Name, set the maximum limit for approved amount, and then, select the Save button to define the rule.
    1. Set the Name to Skip Processor if＜5000.
    2. Create a rule that evaluates if the total approved amount of the request is less than USD 5,000.
    3. Select the Save button.

  9. Create a New Rule Action

    To set up a new rule action, select the Workflows tab, select the Step Name, and finally, select New button in the Rule Actions area.
    1. Select the Processor Approval step.
    2. Select the New button in the Rule Actions area.

  10. Define the Action

    To define the action, select the Action Name, add a message, and then, select the Save button in the Edit Action pop-up.
    1. Set the Action Name to Skip Step.
    2. Enter Skip processor if under 5000 USD. in the Message field.
    3. Select the Save button.

  11. Save the Workflow

    Select the Workflows tab, select the Step Name, and then, select the Done button to save the Workflow created.

    Select the Done button.

  12. Copy the New Workflow

    To create a copy of the new workflow, select a Workflow Name, and then, select the Copy button.
    1. Select *CVI Travel Request Workflow.
    2. Select the Copy button.

  13. Update Workflow Settings

    To update workflow settings, add a new Workflow Name, and then, select the Next button in the Workflows tab.
    1. Change the Workflow Name to *CVI Authorization Request Workflow.
    2. Select the Next button.

  14. Advance to the Step Rules Screen

    Select the Next button to navigate to the Step Rules Screen.

    Select the Next button.

  15. Update the Rule

    To update the rule, first select the Step Name, and then, select the Modify button in the Step Rules area.
    1. Select the Processor Approval step.
    2. Select the Modify button in the Step Rules area.

  16. Update the Rule

    To update the rule, update the name, enter a new value in the Value field, and finally, select the Save button.
    1. Change the Name to Skip Processor if＜2500.
    2. Enter 2,500.00 USD. in the Value field.
    3. Select the Save button.

  17. Open the Rule Action

    To access the Rule Action, first select the Step Name, and then, select the Modify button in the Rule Action area.
    1. Select the Processor Approval step.
    2. Select the Modify button in the Rule Actions area.

  18. Update the Rule Action

    Enter the rule action message, and then, select the Save button to update the rule action.
    1. Change the Message to Skip processor if under 2500 USD.
    2. Select the Save button.

  19. Save the Workflow

    To finalize the workflow, select the Done button.

    Select the Done button.

Result

The Workflows for CVI have been created.

Learning

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