Understanding Workflows

Objective

After completing this lesson, you will be able to explain the fundamental concepts of workflows in Concur Expense Professional Edition.

Workflows

Workflows are system settings that define how an expense report or cash advance is routed for approval and processing after it is submitted by an employee.

Concur Expense includes templated workflows that administrators can copy and edit to configure the approval and reimbursement process. After a workflow is configured, it must be assigned to a policy before it can be used.

Image of the Workflows page showing tabs and a table of workflow names, types, who can add steps, and who can edit, with Modify, Copy, and Remove buttons.

Workflow Types

Review the following terms to learn about the available workflow types.​

1-Up Workflow
A linear approval process that includes a direct supervisor approval and accounting review.
Grandfather Workflow
A linear approval process that requires multiple approval steps based on the report total compared to individual manager approval limits.​
Default Cash Advance Workflow
Determines the approval of and issuance of a Cash Advance. It often involves a direct supervisor and the Cash Advance Administrator. This workflow allows the supervisor step to be removed; however, the Cash Advance administrator must issue the request in order for funds to be received.

Note

Administrators can build a variation of each workflow. However, the Cash Advance workflow can only be assigned during group configuration.

Manager to Authorized Approver Workflow
Includes a direct supervisor and an approver that is subject to limits that specify which report amounts they can approve and/or whether they can approve a report that has a specific exception level.
Cost Object Approval Workflow
A cost object is any accounting-related data (cost center, department, product, project code, etc.) for which a separate cost measurement should be recorded. Cost Object approvals can base signing authority on report, line, or allocation level. There is not template for the Cost Object approval flow.

Creating and Configuring Workflows

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

Concur Expense provides default workflows for each workflow type. The defaults can be copied and then used "as is" or modified to meet your company's specific requirements. ​

Configuring a workflow involves three main steps: configuring General Settings, Steps, and Step Rules. Review the image below to learn more about these steps.

Workflow configuration steps: 1. General, 2. Steps, 3. Step Rules.

Manage General Information

Review the following steps to learn how to manage the general information for workflows.​

Steps

  1. On the Workflows page in Expense Admin, select the Workflow tab. Select the default workflow, and then select Copy or Edit.

    Workflows settings page showing a table of workflow names and types with Modify, Copy, and Remove buttons. Modify and Copy buttons are highlighted.

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

    Image of the Workflows admin page showing configuration settings for an expense report approval workflow.

  3. Ensure the appropriate steps are added and select the Next button.

    Image of the Workflows page showing the Steps list with step order, step names, and assigned roles for an expense report workflow. The Next button is highlighted in the bottom-right corner.

  4. Confirm the appropriate the Step Rules are available and select Done.

    Image of the Workflows page showing Step Rules with a table of step names, rule order, rule name, and action name, and the Done button is highlighted in the bottom-right corner.

Result

The General settings are saved to the workflow.

Workflow Steps

Workflows define the steps that each expense report must complete before reimbursement. You can add, move, edit, or remove steps as needed.

The fields and options available on this page depend on the workflow type:

  • Expense reports
  • Cash advances
  • Cost object approvals

Because of these differences, the workflow configuration screen may vary based on the type of workflow you are editing.

Workflows settings screen showing expense report approval steps (Report Submitted, Manager Approval, Approval for Processing, Prepayment Validation, Processing Payment) with roles and move up/down controls. The screen also shows “Cancel,” “Previous,” “Next,” and “Done” buttons at the bottom right

Add a Workflow Step

Review the following steps to learn how to add and edit a workflow step. ​

Steps

  1. On the Workflows page in Expense Admin, select the default workflow, and then select Copy to create a new workflow or Edit to modify the existing workflow.​

    Workflows page showing a list of workflows; “Default Expense Report Workflow” row is highlighted, with the Modify and Copy buttons shown at top left.

  2. Set the appropriate options on the General tab based on the requirements and select Next.​

    Workflows settings page with form fields and dropdowns; navigation buttons at bottom include Cancel, Previous, Next, and Done, with Next highlighted.

  3. Select the step row and then select the New button. You can either add a new step row or edit the selected row.

    Image of Workflows “Steps” tab showing a list of workflow steps; the “Processing Payment” step (Role: System) is selected, with New/Modify/Remove buttons above the table.

  4. Enter all required information and then select the Save button.​

    Note

    The Step Name is free text and the submitter will see this in the expense report timeline. The Role is the item that determines where the report is sent for approval.
    Modify Workflow Step dialog showing fields for step name, role, editable settings, initial status, and approval actions, with the Save button highlighted.

  5. Ensure the steps are in the correct order by reviewing the Role order. If the Roles are out of order use the arrows in the Step Order column to correct the order. When you’re ready, select the Next button​.

    Screenshot of Concur Expense workflow step order, showing step names and roles, with navigation and move step buttons highlighted.

  6. Confirm the appropriate the Step Rules are available, and then select Done.

    Workflows “Step Rules” tab showing rules for each step, with New/Modify/Remove buttons and navigation buttons Previous and Done at bottom right.

Result

The workflow step is added and saved.

Workflow Step Rules

Step Rules define the conditions that determine what occurs at each stage of a workflow. Most workflow templates include predefined rules, which should generally remain unchanged. Any additional rules should be created only to support your internal business requirements. ​

Each workflow step rule consists of three components: ​Rule Name, Condition, and Action. Review the following definitions to learn more.

Rule Name
Provides a clear and descriptive name.
Condition ("If")
Specifies the scenario or trigger that must occur.
Action ("Then")
Defines what the system should do when the condition is met.

Add a Workflow Step Rule

Review the following steps to learn how to add and edit a step rule for workflows.

Steps

  1. On the Workflows page in Expense Admin, select the default workflow, and then select Copy to create a new workflow or Edit to modify the existing workflow.

    Workflows table with the “Default Expense Report Workflow” row highlighted and the Modify/Copy buttons emphasized.

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

    Workflow settings form showing General options and dropdowns, with Previous, Next, and Done buttons at the bottom.

  3. Confirm the appropriate steps are available and in the correct order by reviewing the Role order. If the Roles are out of order, use the arrows in the Step Order column to correct the order. When you’re done, select the Next button.

    Workflow Steps page showing step order arrows to move rules up or down and a table listing step names and roles.

  4. Select the Step that requires additional conditions, and then select the New button next to Step Rules.​

    Workflow Step Rules page with “Manager Approval” selected, indicating a step that requires additional conditions.

  5. Enter the appropriate Rule Name and then enter the appropriate conditions. When you’re done, select the Save button.

    Edit Condition dialog showing rule name “Skip if Less Than $5” and a condition where Report Total is less than 5.00 USD.

  6. Select the same Step Rule and then select the New button next to Rule Actions. Every Step Rule requires a Rule Action.

    Step Rules table with the “Manager Approval” rule highlighted and an arrow pointing to the New button under Rule Actions.

  7. Select the appropriate action and enter the corresponding message if needed. When you’re done, select the Save button.

    Note

    Actions change based on the step selected. You can also enter messages as needed. If you create an exception message, it will automatically be added to the Exceptions Message administrator.
    Edit Action dialog showing the Action Name dropdown set to “Skip Step” and a message field for entering the corresponding text.

  8. Select the Done button.

    Image of Workflows tab selected with the Done button highlighted.

Result

The workflow step rules are added and saved

Summary

  • Workflows automate expense report routing, ensuring policy compliance and efficient processing.​

  • The Workflows tool manages creation, editing, and rules for expense report workflows.​

  • Key workflow concepts include step-by-step processes and exception handling.​

  • Workflow types include 1-Up, Grandfather, Authorized Approver, and Cost Object Approval.​

  • Choosing a workflow aligns with organizational structure, approval policies, and cost control needs.

Reference

TopicLink
Workflow BasicsSAP Help Portal
Authorized Approvers Setup GuideSAP Help Portal
Cost Object ApprovalSAP Help Portal

Learning

SAP FacebookSAP YoutubeSAP LinkedIn