Configure a Validation workflow
In the article
- Requirements for creating a workflow
- How to create a validation workflow
- How to assign a workflow to an entity
- How to edit a workflow
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Requirements for creating a workflow
To configure a validation workflow, the following conditions must be met:
User permissions
Only Company Administrators can view, create, and manage validation workflows for the entire account, and assign new validation workflows to entities.
Entity Administrators can manage workflows only for the entities they are assigned to.
Required entities
Entities form the validation steps of a workflow.
Each entity must already exist and include:
an Entity Lead
a Deputy Manager
These are the people who will receive validation requests.
Spending lines
Workflows are associated with spending lines.
Spending lines must therefore be created before you can configure a workflow.
How to create a validation workflow
Step 1: Access workflow management
Open the Entities tab.
Click on Validation Workflows.
Step 2: Create a new workflow
Click Create a new workflow.
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Enter the workflow information:
Workflow name
Currency (based on preconfigured budgets)
Minimum and maximum amount
Entities allowed to use this workflow
Step 3: Define the validation steps
Select at least one entity as the first validation step.
The Entity Manager of this entity will be the validator in order to allow the publication of the Request For Proposals.
Important
You can add several entities to add more validation steps.
To avoid extended delays, it is recommended to keep the number of validators as low as possible.
Step 4: Save the workflow
Click Save to complete the creation.
How to assign a workflow to an entity
Once the workflow is created, you can assign it to the relevant entities.
Workflows are linked to spending lines, as such, when a specific spending line is selected, the designated workflow is applied.
Important
Workflows are linked to spending lines.
1. When a spending line is selected during the creation of an RFP, the associated workflow is automatically applied.
2. Each entity must have at least one cost line assigned; otherwise, your collaborators will not be able to create RFPs.
Steps to assign a workflow
Go to the Entities tab and click Manage entities.
On the relevant entity, open the context menu and select General settings.
In the Spending lines and Workflows section, click Add a spending line.
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Select:
the relevant spending line
the workflow to assign
Click Add.
Good to know
A spending line can be assigned to one or several workflows, which defines the required validation steps.
When an RFP is created with a workflow:
its status becomes Publication in progress,
the validator receives a notification to take action.
How to edit a workflow
Case 1: The workflow is not used by any entity
You can edit the workflow after removing it from all entities.
Step 1: Remove the workflow from the entities
- Go to Entities > Manage entities.
- On each concerned entity, click General settings.
- In Spending lines and Workflows, click Edit on the corresponding line.
- Deselect the workflow and confirm by clicking Edit.
Step 2: Edit the workflow
- Return to Entities > Validation Workflows.
- Open the workflow’s context menu and click View.
- In the upper right corner, open the context menu and click Edit.
- Make the needed changes.
Case 2: The workflow is in use
To edit a workflow currently in use, please contact the Support team.