Workflow Group

A Workflow group is a collection of users used in workflows to control who can approve invoices and who invoices can be forwarded to. Workflow groups help ensure invoices are reviewed by the correct approvers without requiring manual selection each time, saving time and reducing errors.

Benefits:

• Supports multiple users approving the same workflow step
• Restricts and controls who invoices can be forwarded to

How to create a workflow group

Workflow groups are managed from the Administration section.

Go to Administration →Organization → Workflow group tab

To create a workflow group:

1. Go to the Workflow group tab
2. Click Create workflow group
3. Enter a clear and descriptive name for the group
4. Select one or more Access groups
5. Click Create to create the group, or Create group and add another to create another group

Note: Workflow groups do not contain users directly. Users are included through access groups. Before assigning a workflow group, make sure the selected access groups contain the required users. You can manage users in access groups from the Groups tab.

See also: Access Groups - Administration

You can also edit the group name, update access groups, or delete a workflow group.

How to set up workflow groups in workflow settings

After creating a workflow group, go to Settings > Workflows and open the workflow you want to configure.

Workflow groups can be used in two ways:

As an approver

• Set Type to Workflow user group
• Select the workflow group in the Target field. Choose the group based on which approvers should receive the invoices, for example a department-specific approval group or a group responsible for a particular type of invoice.
• All users in the group will receive the invoice. Depending on the Must complete setting, one or more users must approve before the workflow continues.

As a forwarding group

• Add the group to the Forwarding groups field
• Only users in the selected forwarding group appear in the Forward dropdown. Choose a forwarding group based on who should be available to receive forwarded invoices.

How it appears in the invoice

• Approval step: The invoice is sent to all users in the selected workflow group configured in this workflow.

• Forwarding: When forwarding an invoice, only users in the configured forwarding group in the applied workflow are available in the dropdown.

You can also forward an invoice from the Workflow tab.

Summary

• Workflow groups define who can approve or receive invoices
• Users are included via Access groups
• They can be used for:
  • Approval steps
  • Restricting forwarding options

See also

• How to set up a workflow
• Multiple Approvers