Working with Workflows

In this unit, you will refresh your knowledge of the Workflows configuration tool that you learned about in the Concur Request Configuration Tools Overview unit. Then you will learn about the specifics of configuring workflows and learn how to configure them for CVI.

After completing this training, you will be able to:

• Explain Workflows and its configuration tools.
• Demonstrate configuring Workflows based on the customer's business requirements.

A Workflow defines how the request is routed for approvals when it is submitted by the user. There are several default Workflows available in the system that can be used as templates. For example, there is a Workflow for requests that are associated with pre-travel approval and there is another Workflow designed for non-travel requests. During the configuration process, a Workflow is assigned to a policy. This allows different Workflows for different policies.

When creating a new Workflow, SAP Concur recommends copying an existing Workflow and making changes to the copy, instead of modifying an existing one.

Much like in Concur Expense, the tools used to configure Workflows are made up of tabs, with each tab controlling a different area of the configuration.

Workflows

This is the main tab used to configure a Workflow. You can open the Workflows listed and then update the settings and steps used for that process, such as activating the configurations created on the other tabs in this area.

Note

When inside the Workflow configuration, the General page has a few different options than what you are familiar with, such as whether a request can be recalled after it has been approved. Please review the documentation to become familiar with these different options.

Request Approval Statuses

This tab is used to modify standard or create custom Approval Statuses. These statuses can be applied to requests when they reach specific steps in the approval process.

Email Notifications

This tab is used to create e-mails that the system will send to various users at specific stages of the Workflow. In Request, these e-mails can also be transmitted based on particular policy settings.

These e-mails can even be sent to people who do not work for your company. Some approval processes require messages to be sent to the TMC, which these notifications can do.

Confirmation Agreements

Confirmation Agreements are pop-up text that can appear to the user or approver when submitting or approving a request. You use this tab to configure the different sets of text based on business needs.

Authorized Approvers

This tab is used to add, modify, and delete the Authorized Approvers and Cost Object Approvers for your requests. The appropriate Feature Hierarchy must be configured before you add approvers to this area.

These approvers can also be added and deleted through file imports. Like other areas that allow multiple methods to modify the data, SAP Concur recommends choosing one method and using it exclusively.

Settings

The Settings tab is used to activate and deactivate some system-wide settings related to the approval process. These options impact the behavior of all Workflows.

Select the following Guides to view the system documentation for Workflows.

• General Information Setup Guide
• Authorized Approval Setup Guide
• Cost Object Approval Setup Guide

Now that you know the basics of workflows, let's take a look at the configuration process.