Scenario
Tina needs to check the invoice amount on each invoice assigned to her. If the invoice amount is less than $1000, she can send the invoice for payment to Rob, but if the invoice amount is more than $1000, she needs to send the invoice to someone in the Accounts group for approval, who has the least number of pending assignments. If that person from the Accounts group approves it, the invoice is sent to Rob for payment.
Prerequisite
Invoices are scanned into FileBound. Any user that is assigned to a group with the Workflow Initiation right can assign the invoice document to Tina over the workflow process or the document can be assigned to Tina, automatically.
Workflow design and configuration
The workflow process includes two Standard steps and a Multi-Load step. The standard steps are assigned to Tina and Rob, and the Multi-Load step is assigned to the Accounts group.
Stencil: Decision
This step is assigned to Tina who determines whether the payment amount is greater than $1000 or not. Based on the payment amount, she forwards an invoice either to Accounts group for approval or Rob for payment.
The following attributes are applied to the step:
- Stencil Type: Standard Step
- Step Information: Step Name='Decision'
- Assign to User: Tina
Stencil: Approval
This step is assigned to the Account group. Any users from the Accounts group with least number of assignment can approve the payment of invoices whose amount is more than $1000. Once approved, the invoices are forwarded to Rob for payment.
The following attributes are applied to the step:
- Stencil Type: Multi-Load Step
- Step Information: Step Name='Approval'
- Assign to User: List Mode='Preconficured user list'
- Perform by groups:Accounts
Stencil: Payment
This step is assigned to Rob who makes payment for the invoiced forwarded by Tina and the Accounts group.
The following attributes are applied to the step:
- Stencil Type: Standard Step
- Step Information: Step Name='Payment'
- Assign to User: Rob