Configuring Workflows

Objective

After completing this lesson, you will be able to create and edit workflows in Concur Expense Professional Edition

1-Up Workflows

To create a new workflow, you must copy an existing workflow and make the desired edits. You cannot create a workflow without copying an existing workflow, nor can you create a workflow by copying a different type of workflow. However, you can edit and existing workflow.​

​The 1-Up workflow is a straightforward approval process where the expense report ​is routed directly to the employee's immediate supervisor, as defined in the organizational structure within Concur.

Key Features

  • Simple and direct approval routing.
  • Relies on the established reporting hierarchy.​
  • Suitable for organizations with clear and well-defined management structures.
  • Minimal configuration required.

Create a 1-Up Workflow

Review the following steps to create a new 1-up workflow.​

Note

The steps below are based on a simple, high-level configuration.

Steps

  1. On the Workflows page in Expense Admin, select the default 1-Up Workflow and then select the Copy button.

    Image of the Workflows admin screen listing workflow names and types; the “Copy” button is highlighted, and the “1‑Up Workflow” row (Expense Report, Approver Only, Global) is outlined.

  2. Set the appropriate options on the General tab based on the requirement and then select the Next button.

    Workflow configuration page showing Step 2 settings and dropdown options; the bottom-right “Next” button is highlighted.

  3. Ensure the Expense Approver step is added between the user and processor step on the Steps tab.

    Image of the Workflows screen on Step 3 “Step Rules,” listing step names and roles; the “Manager Approval” step is highlighted in the table.

  4. Remove all rules from the Step Rules tab and then select the Done button.

    Workflows page on Step 3 “Step Rules,” showing an empty rules table for each step; the bottom-right “Done” button is highlighted.

  5. Activate the workflow on the appropriate policy.

Result

The new 1-Up Workflow is saved to the Workflows tab.

Grandfather Approval Workflow

The Grandfather Approval workflow is used when an employee's direct supervisor ​may not have the authority or expertise to approve certain expense report. It allows ​routing the expense report in sequence to a next higher-level manager in the ​organizational hierarchy until the report limit is approved.​

Key Features

  • Routes to a designated higher-level approver without skipping the lower levels​.
  • Useful when specific approval authority is needed at a higher management level.​
  • Sequence of limit approval authority would be picked based on the employee's reporting hierarchy.

Create a Grandfather 5-Level Workflow

Review the following steps to learn how to create a new Grandfather 5-Level Workflow.​

Note

The steps below are based on a simple, high-level configuration.​

Steps

  1. On the Workflows page in Expense Admin, select the default Grandfather Workflow (5 Levels) and then select the Copy button.

    Screenshot of a “Workflows” page with tabs across the top and a list of workflows below. The “Copy” button is highlighted, and an arrow points to the “Grandfather Workflow (5 Levels)” row in the table.

  2. Set the appropriate options on the General tab and then select the Next button.

    Screenshot of the “Workflows” settings page with step navigation (“General,” “Steps,” “Step Rules”) and form options such as authorized approvers, editable by group (“Global”), and several notification drop-down fields. At the bottom right are navigation buttons, with the “Done” button highlighted.

  3. Ensure there are five level approval steps available on the Steps tab and then select the Next button.

    Screenshot of the “Workflows” page on the “Steps” tab showing a table of approval steps. The rows “Level 1 Approver” through “Level 5 Approver” (role: Expense Approver) are highlighted, and the “Next” button is outlined at the bottom right.

  4. Make sure the default rules are available on the Step Rules tab and then select Done.

    Screenshot of the “Workflows” page on the “Step Rules” tab showing a table of rule names by step. A highlighted section shows “Skip Step if Limit Approved” for Level 2–Level 5 Approver steps. At the bottom right, the “Done” button is highlighted.

  5. Define the appropriate approvers and limits on the Authorized Approvers tab.​

    Screenshot of the “Workflows” page on the “Authorized Approvers” tab, showing a group tree on the left and an approver list on the right. A highlighted row lists “Global–Czech Republic…” with an approver, authorized currency (CZK), and an approval limit of CZK 60,000.00.

  6. Activate the workflow on the appropriate policy.

    Screenshot of the “Modify Policy: Czech Republic Expense Policy” page showing policy settings. The “Expense Report Workflow” field is highlighted and set to “Grandfather Workflow (5 Levels).

Result

The new Grandfather 5-Level Workflow is saved and visible on the Workflows page.

Authorized Approver Workflow

The Authorized Approver workflow allows you to designate specific individuals as approvers based on limits and level for certain expense types or departments, regardless of the employee's reporting structure.

Key Features

  • Routes expenses to individuals with specific approval authority based on Limit or level and both.
  • Overrides the standard reporting hierarchy.
  • Ideal for situations requiring specialized knowledge for expense validation.
  • Requires configuration to define authorized approvers and their approval scope.

Create a Manager to Authorized Approver Workflow

Review the following steps to learn how to create a Manager to Authorized Approver Workflow.

Note

The steps below are based on a simple, high-level configuration.

Steps

  1. On the Workflows page in Expense Admin, select the Default Manager to Authorized Approver workflow and then select Copy.

    Screenshot of the Workflows section in Concur Expense. The 1-Up Workflow for Expense Reports is selected, allowing steps to be added by Approver Only. The Copy button is highlighted, and other workflow options are listed below. Tabs for different workflow-related settings appear at the top.

  2. Set the appropriate options on the General tab and select the Next button.

    Screenshot of the Workflows configuration page in Concur Expense. The page shows settings for restricting authorized approvers, notification preferences, report recall options, and various agreement and notification types. The Next button is highlighted at the bottom right. Tabs for additional configurations are visible at the top.

  3. Ensure there is an Authorized Approver Step available on the Steps tab and select the Next button.

    Screenshot of the Workflows setup page in Concur Expense, showing a list of workflow steps and roles. The Authorized Approver step and role is highlighted in the list. Navigation buttons for Previous, Next, and Done are at the bottom, with Next highlighted. Tabs and workflow step order controls are also visible.

  4. Make sure the default rules are available on the Step Rules tab and select the Done button.

    Screenshot of the Workflows setup page in Concur Expense, specifically under the Step Rules tab. The Authorized Approver step is configured with a rule named Skip if Limit Approved and the action Skip Step. The Done button at the bottom right is highlighted. Other workflow steps are also listed.

  5. Configure the Expense Authorized Approver Feature Hierarchy based on the Report Level. Always choose the Feature Hierarchy level as Report for Authorized Approver.

    Screenshot of the Feature Hierarchies page in Concur Expense. The Expense Authorized Approver feature is highlighted, showing its source list as Company Cost Centers and its feature hierarchy sequence as Country, Department, and Cost Center. Other features and their hierarchies are also listed in the table.

  6. Define the Authorized Approvers with the appropriate levels or limits on the Authorized Approvers tab on the Workflows page.

    Screenshot of the Workflows section in Concur Expense, showing the Authorized Approvers tab. The page displays a hierarchical list of company regions and departments on the left, and a table on the right listing an approver for the Czech Republic HR group. Details include authorized currency (CZK), approval limit (CZK 60,000.00), level, and exception approval status.

  7. Activate the workflow on the appropriate policy on the Policies page.

    Screenshot of the Modify Policy: Czech Republic Expense Policy page in Concur Expense. The Expense Report Workflow field is highlighted and set to *Manager to Authorized Approver Workflow. Other fields for report form, scan configuration, imaging, and allocation format are also displayed.

Result

The new Manager to Authorized Approver Workflow is saved and visible on the Workflows page.

Cost Object Approval Workflow

The Cost Object Approval workflow routes expense reports based on the cost object (e.g., project, cost center, WBS element) associated with the expense. This ensures that expenses are reviewed and approved by the individuals responsible for managing the specific cost object based on level or limit.

Key Features

  • Routes expenses based on the assigned cost object.
  • Ensures budget holders review expenses charged to their cost centers or projects based on their level or limit.
  • Provides financial control and accountability at the cost object level.
  • Requires proper configuration of cost objects and their respective approvers.

Create a Cost Object Approval Workflow

Review the following steps to learn how to create a Cost Object Approval (COA) Workflow.

Note

The steps below are based on a simple, high-level configuration.

Steps

  1. On the Workflows page in Expense Admin, select the Default 1-Up Workflow and then select the Copy button.

    Screenshot of the Workflows tab in Concur Expense showing a list of workflows. The highlighted workflow is 1-Up Workflow with type Expense Report, steps can be added by Approver Only, and editable by *Global. The Copy button is also highlighted at the top.

  2. Define the appropriate Cost Object Hierarchy Type as Limit or Level on the General tab. It’s recommended to rename the workflow to COA Workflow. When you’re done, select the Next button.

    Screenshot of the Workflows settings in Concur Expense. The Cost Object Hierarchy Type dropdown is open, showing options None, Level, and Limit. Notification settings for approval requests, status changes, sent back, and courtesy emails are visible. The Next button is highlighted at the bottom.

  3. Ensure there is a Cost Object Approver Step available on the Steps tab. When you’re done, select the Next button.

    Screenshot of the Workflows steps screen in Concur Expense. The Cost Object Approval step is highlighted, with the role Cost Object Approver. Options to add, modify, or remove steps are at the top, and the Next button is highlighted at the bottom.

  4. Define the appropriate rules on the Step Rules tab and select the Done button.

    Screenshot of the Step Rules screen in Concur Expense workflows. A list of step names is shown, including Report Submitted, Manager Approval, Cost Object Approval, Approval for Processing, Prepayment Validation, Processing Payment, and Payment Confirmation. The Done button is highlighted at the bottom right.

  5. Configure the Expense Cost Object Approver Feature Hierarchy based on the Allocation level. Always choose the Feature Hierarchy level as Allocation for Cost Object Approver workflows.

    Screenshot of the Feature Hierarchies window in Concur Expense. The popup displays the hierarchy for the feature Expense Cost Object Approver, showing a level called Allocation with the segment name *Custom 04 - Project. The background displays a list of other feature names and hierarchies.

  6. Define the Cost Object approvers with the appropriate levels or limits on the Cost Object Approvers section under the Authorized Approvers tab on the Workflows page.

    Screenshot of the Cost Object Approver List tab in Concur Expense workflows. The list shows the group Global-101501 with approver Gabby Admin, authorized currency US, Dollar, and an approval limit of $5,000.00. The left panel displays a hierarchy of project codes under Global.

  7. Activate the workflow on the appropriate policy on the Policies page.

    Screenshot of the Modify Policy: *Canada Expense Policy screen in Concur Expense. The section displays editable policy settings, with the Expense Report Workflow field set to *COA Workflow highlighted. Other configuration options for report form, scan, imaging, allocation, and tax settings are also visible.

Result

The new Cost Object Approval Workflow is saved and visible on the Workflows page.

Summary

  • Create new workflows by copying the matching default workflow, then edit settings; you cannot build a workflow from scratch.
  • Use the 1-Up workflow for direct manager approval with minimal configuration and no step rules.
  • Use the Grandfather 5-Level workflow to route approvals up the management chain based on approval limits.
  • Use the Authorized Approver workflow to route to specific approvers by level or limit, outside the reporting hierarchy.
  • Use Cost Object Approval to route by cost object; set Feature Hierarchy to Allocation and configure cost object approvers.
  • Finish by activating the new workflow on the correct expense policy so it can be used.

Reference

TopicLink
Creating a New WorkflowSAP Help Portal

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