Part 4: Multiple Approvers

To include multiple approvers:

• Select the workflow and click on the "Add" option at the top right corner.
  
• Choose any add condition from the drop-down menu.
• Find the option to add steps and click on the plus symbol below the steps.
  
• Click on the plus symbol again to add an approver.

To add more approvers for an individual step, click the plus button and choose "Add Approver" from the menu.

In our example, we added three approvers. Each target has to be a user.

1. Must Complete

This lets you specify how many of the approvers in the step must complete the process for it to move forward. The users can complete the workflow step in any order.

2. Type

You can choose the type of approver, such as a user, a workflow group, an invoice object, or automatic approval.

• You can select a user directly or a group of users using the group workflow.

Workflow groups are created by an admin in Semine's Administration pages.

• If you choose an invoice object, you can determine the approver based on the object's creator or the reference buyer.

You can also opt for "automatic approval." Semine will handle the approval automatically when all the conditions are satisfied.

3. Target

After choosing an approver type, you must select a target, which varies based on the type chosen.

 

4. Mandatory Comment

If you want users to provide comments for each step, select "Yes." Even if you choose "No," users can still comment, but it's not mandatory.

5. Needs validation

• You can make an approver responsible for validating that everything is in order before the workflow can proceed.
• In our example, we assigned this responsibility to a specific user, and the flow can't continue until this user approves.

6. Actions

Here, you decide which action buttons at the bottom of the invoice are accessible. 

• Forward: Allows the user to send the invoice to someone else.
• Reject: Allows the user to decline invoices.
• Approve: Allows the user to grant approval for invoices.
• Pause: Gives the user the ability to temporarily halt the process.

7. Forwarding Groups

You can restrict who can forward the invoice by using Forwarding groups. 

• The list of forwarding groups includes the workflow groups on the active client.
• If you don't choose any groups for forwarding, it's the same as selecting all available groups.

Part 5 - Additional Conditions

Types of Reviews in Workflow Approval

Workflow approval processes can vary based on the organization's requirements and the nature of the tasks involved. Understanding the different types of reviews can help streamline the approval process and ensure efficient workflow management. Here are the three main types of reviews commonly used in workflow approvals:

1. Sequential Review

Sequential review follows a step-by-step approval process where each step must be approved before the workflow progresses to the next step. In this process, approval moves sequentially from one assigned approver to the next.

For example, if a workflow involves two sequential steps, each with its assigned approver, the workflow will proceed to the next step only after the previous step's approver has approved it. This ensures a structured and orderly approval process, with clear accountability at each step.

If one approver has not approved among the list of approvers, the workflow will remain in the "In Review" status. Only when all the approvers have approved the workflow will it change to "Approved".

2. Parallel Review

Parallel review allows multiple approvers to review and approve a workflow simultaneously. Unlike sequential review, where approval moves from one step to the next in a linear fashion, parallel review allows users to review in any order.

For instance, if a workflow is assigned to three approvers in parallel, the workflow will be approved once a predetermined number of approvers (e.g., two out of three) have approved it. This approach can expedite the approval process, especially for tasks that require input from multiple stakeholders.

3. Workflow Group Review

Workflow group review involves assigning the approval task to a predefined group of approvers. In this type of review, all members of the designated group must approve the workflow for it to proceed.

For example, if a workflow is assigned to a group comprising ten members, all ten members must individually approve the workflow before it is considered approved. Workflow group review ensures collective decision-making and distributes accountability among group members.

4. Combining Review Types

You have the flexibility to combine different types of reviews to suit specific workflow requirements. For instance, a complex workflow may involve both sequential and parallel review steps or even a group review at different stages of the process. By leveraging a combination of review types, you can customize approval processes to accommodate various scenarios and optimize workflow efficiency.

In conclusion, the choice of review type depends on factors such as the nature of the tasks, the number of approvers involved, and the desired workflow structure. Understanding these review types enables you to design robust approval processes that meets your operational needs and ensure timely completion of tasks.