🌐 Web | 👤 Yokoy admin with Workflow Designer permissions
In a tag approver workflow, an invoice is processed and approved according to a specific tag property.
You have two options:
All approvers: you can set up the workflow to determine all approvers on the tag value must approve the document before it can be moved to the next status.
Any approver: you can let any of the approvers on the tag value approve the document and end the approval flow.
You can also configure this approval workflow with other approval flows.
Configure the workflow for all approvers
In this workflow, you use Assign all tag approvers and All approvers must approve. The first node assigns the approvers defined by the tag values coded on the invoice to the document, while the second one removes the current approver (once they have approved the invoice) so that the document moves on to the next approver who still needs to approve.
🚧 Caution
Both of these nodes must be used in combination for the tag-based approval flow to work.
To configure a cost object approval workflow for all approvers:
Step | Node(s) to use | Options required |
1a | New (status) | Submit action |
1b | Draft (status) | Submit action |
2 | Assign all tag approvers (activity) | Require approvers: Select whether you want to force at least one approver for each tag. If no approvers are set, then Yokoy stops the flow. Tag dimension ID: Specify one or more tag dimensions to be used to determine the approvers. If you don’t enter any, all dimensions are taken. |
3 | All approvers must approve (approval) |
|
4a | Needs revision (status) | Send back action |
4b | Draft (status) | Recall action |
4c | In review (status) | No action |
✏️ Note
Nodes and actions to use after the approval node will depend on the specific scenario. The list given as an example is non-exhaustive.
Remember to always connect an approval node to Need revision, Draft, Reject, and In review statuses.
In the end, the workflow looks like this:
💡 Tip
Upload the workflow example in the Workflow Designer to view how these nodes have been configured.
Configure the workflow for any approver
In this workflow, you use Assign all tag approvers and Final approval. The first node assigns the approvers defined by the tag values coded on the invoice to the document, while the second one finishes the approval flow logic, removing any remaining approvers once approval has been given by one approver.
With this setup, ANY of the approver on the document can end the approval flow.
🚧 Caution
Both of these nodes must be used in combination for the tag-based approval flow to work.
For example:
Tag values:
ItalyandGermanyTwo approvers for each tag dimension.
Invoice with two line items:
Line item 1: “Italy”
Line item 2: “Germany”.
If the workflow is configured for all approvers must approve, then the four approvers should approve the invoice. However, if any of these four approvers approve, the approval flow ends and the invoice goes to the next step.
Step | Node(s) to use | Options required |
1a | New (status) | Submit action |
1b | Draft (status) | Submit action |
1c | Needs revision (status) | Submit action |
2 | Assign all tag approvers (activity) | Requires reviewers: Select if you want to force at least one approver for each tag. If no approvers are set, then Yokoy stops the flow. |
3 | Final approval (approval) |
|
4a | Needs revision (status) | Send back action |
4b | Draft (status) | Recall action |
4c | In review (status) | No action |
In the end, the workflow looks like this:
💡 Tip
Upload the workflow example in the Workflow Designer to view how these nodes have been configured.