Overview

Financial approval workflows allow users to establish custom workflows and approval sequences for use within their Project’s Budgets. In the near future, this same workflow approval will also apply across other financial modules, including Budget Changes, Contracts, Change Orders, and Invoices.

Pre-requisites

You must have an Administrator account type (or be given permission as a Project Executive account type) to create a template.

Process

Tip: Leverage Billable Roles across your organization to establish an Approval Workflow that can be applied to any of your projects and automatically reference assigned team members!

Applying an approval workflow to a Project Budget

  1. From the project dashboard, go to the drop-down menu and select Project Settings

2. On the left bar, select Financial Approval Workflows. You’ll notice there are 5 tabs at the top. The first tab is what we will be focusing on for this section, and we'll be applying the template we just created from the previous article.

3. To get started, click on Create Approval Workflow

4. You will be prompted to select an option to create a workflow, or use an existing workflow template. For this section, we will be using an existing template. Note that you will still need to provide a workflow name to reference specific to the project.

5. Click Choose Template. In this window you’ll see a list of all the templates available. You can either scroll through them, or if you know the template name, you can search for it. You’ll also notice that the short description, along with the title and when it was last updated, is available information to help you decide which template to use.

6. If you have employees assigned to these roles on this project, then you should be good to go. If not, it will prompt you to assign these roles, so that the approval workflow can be utilized.

7. Note that you can also modify the settings originally specified within the template for added flexibility.

8. You’ll also notice at the top that there is a toggle on / off for cost codes. If toggled off, this workflow will automatically apply to all budgets, despite which cost codes are used. If toggled on, you’ll see that you are able to specify workflows for specific sets of cost codes as needed. Approval workflows on the cost code level are usually established for larger project budgets.

9. Click Save.

Applying an approval workflow to Budget Changes {NEW!}

1. From the project dashboard, go to the drop-down menu and select Project Settings

2. On the left bar, select Financial Approval Workflows. You’ll notice there are 5 tabs at the top. The second tab is what we will be focusing on for this section, and we'll be applying the template we just created from the previous article.

3. To get started, click on Create Approval Workflow

4. You will be prompted to select an option to create a workflow, or use an existing workflow template. For this section, we will be using an existing template. Note that you will still need to provide a workflow name to reference specific to the project.

5. Click Choose Template. In this window you’ll see a list of all the templates available. You can either scroll through them, or if you know the template name, you can search for it. You’ll also notice that the short description, along with the title and when it was last updated, is available information to help you decide which template to use.

6. If you have employees assigned to these roles on this project, then you should be good to go. If not, it will prompt you to assign these roles, so that the approval workflow can be utilized.

7. Note that you can also modify the settings originally specified within the template for added flexibility.

8. You’ll also notice at the top that there is a toggle on / off for cost codes. If toggled off, this workflow will automatically apply to all budget changes, despite which cost codes are used. If toggled on, you’ll see that you are able to specify workflows for specific sets of cost codes as needed. Approval workflows on the cost code level are usually established for larger project budgets.

9. Click Save.

10. You can now submit your Budget Change for approval!

11. Monitor Real Time Approval status on the 'Budget Approval' tab:

Applying an Approval Workflow to Change Orders

1. From the project dashboard, go to the drop-down menu and select Project Settings

2. On the left bar, select Financial Approval Workflows. You’ll notice there are 5 tabs at the top. The Change Order tab is what we will be focusing on for this section, and we'll be applying the template we just created from the previous article.

3. To get started, click on Create Approval Workflow

4. You will be prompted to select an option to create a workflow, or use an existing workflow template. For this section, we will be using an existing template. Note that you will still need to provide a workflow name to reference specific to the project.

5. Click Choose Template. In this window you’ll see a list of all the templates available. You can either scroll through them, or if you know the template name, you can search for it. You’ll also notice that the short description, along with the title and when it was last updated, is available information to help you decide which template to use.

6. If you have employees assigned to these roles on this project, then you should be good to go. If not, it will prompt you to assign these roles, so that the approval workflow can be utilized.

7. Note that you can also modify the settings originally specified within the template for added flexibility.

8. Click Save.

9. You can now submit your Change Orders for approval!

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