Building a workflow

The Workflow Builder lets you drag-and-drop the path a request takes through your organization. No code, no IT ticket — most workflows take 5–10 minutes to build.

Where to find it

Admin → Approval Workflows → New workflow.

Anatomy of a workflow

Every workflow has three parts:

1. Trigger — what starts it. Usually "When a Leave Request is submitted" or "When a PO over $10k is submitted".
2. Steps — the approvers, in order.
3. End — what happens when the last step approves.

Step types

Sequential

A list of approvers in order. Step 2 only runs after Step 1 approves.

Parallel

Multiple approvers at the same time. The request moves forward when all approve, or when a defined threshold approves (e.g. 2 of 3).

Conditional

Branch the flow based on the request data:

• Amount > $10k → Finance Director
• Amount ≤ $10k → Skip
• Department = HR → HR Manager only

Delegation

If the chosen approver is on leave, route to their delegate automatically.

Building a workflow — example

Goal: a purchase requisition flow where small purchases skip the CFO.

1. New workflow → Name: "Purchase Requisition Approval".
2. Trigger → "Purchase Requisition submitted".
3. Step 1 — Type: Single approver — Approver: Requester's manager.
4. Step 2 — Type: Conditional —
   • If total_amount > 10000 → Finance Director.
   • Else → Skip.
5. Step 3 — Type: Parallel — Approvers: CFO + CEO. Threshold: 1 of 2 (either can approve).
6. End → "Auto-issue PO and email vendor".

Save. The new workflow becomes the default for purchase requisitions.

Versioning

Workflows are versioned. When you edit a published workflow, the system asks:

• Update existing — in-flight requests follow the new flow.
• Publish as v2 — only new requests use v2; in-flight ones finish on v1.

Publishing as a new version is safer for production use.

Test mode

Before publishing, click Test workflow to:

1. Pick a sample request from the past month.
2. Watch how the workflow would have routed it.
3. See where it would have ended up.

This catches misconfigured rules before any user hits the new flow.

Next step

Approving leave requests →