Workflow Approval Management

Summary

Workflow Approval Management accelerates document approval processes by allowing business users to configure rules to evaluate documents and dynamically assign approvers. Ad-hoc approval assignments can also be made at runtime and approvers can delegate their own assignments when unavailable or out of the office. Additionally, approval hierarchies from existing business systems can be leveraged to automatically manage assignments without any custom development.

Benefits

  • Transfers control of approval rules management from OnBase administrators to business process owners
  • Dynamic, real-time assignments using configurable rules and existing approval hierarchies in third-party systems
  • Minimizes Workflow maintenance by reducing custom development, configuration changes and associated costs
  • Provides visibility and tracking of approval status with a complete history and audit trail

Design

  1. Workflow Administrators define Approval Processes, Approval Roles, Reminder Notifications and User Permissions in OnBase Studio. Approval Roles can optionally be configured to leverage approval hierarchies defined in third-party systems.
  2. Business Users configure Path and Level rules in the Unity Client to automatically assign approvers. For each Approval Level they can also determine if any or all assigned approvals are required. Ad-hoc approval assignments can also be made at runtime as needed.
  3. Approval Users can approve or reject assigned documents—via any core-based Workflow interface—including the Unity Client, Web Client, Outlook/Office Integrations and OnBase Mobile apps.

Applications

  • Accounts Payable – An AP Manager with permissions can configure rules that will dynamically assign each invoice to one of many approval paths such as “Capital Expenditures”, “Purchase Order Invoices”, and “Non-PO Invoices”. Once an Invoice is assigned a path additional rules can further evaluate how many levels of approval are needed based on the dollar amount. Additionally, the required approvers are determined and assigned with initial email notifications and reminders automatically sent.

Interface

Approval Process configuration in the Unity Client


Configuring Approval Path rules in the Unity Client