🌐 Web | 👤 Yokoy admin with Workflow Designer permissions
Status nodes indicate the document’s status. In other words, these nodes represent Yokoy internal statuses (e.g. Draft, In Review, etc.). Depending on the specific document, this status may have different meanings. For example, exported.
The statuses used in Yokoy are:
Status node | Description |
New | Invoice only. Initial state for imported documents. |
Draft | The document has been created but has not yet been submitted or has been recalled after submission. |
In review | The document is being checked. |
Needs revision | The document contains errors or inconsistencies. |
Ready for export | The invoice can be exported to the third-party system. |
Ready for expense export | Expense only. The expense can be exported to the third-party system. |
Ready for transaction export | Expense only. The transaction can be exported to the third-party system. |
Exported | Invoice only. Final state for invoices. The invoice has been sent to the third-party system. |
Expense exported | Expense only. Final state for expenses. The expense has been sent to the third-party system. |
Transaction exported | Expense only. Final state for transactions. The transaction has been sent to the third-party system. |
Rejected | The document has not been accepted by the approvers and/or finance team. |
Archived | Expense only. Expense is not approved or accepted in the system. The report is archived. |
Pending external input | Invoice only. Invoice is held in a pending status until a response is received from a third-party system. |
Each status node is color-coded to match the status that you see for the document in Yokoy. A workflow usually ends with a status node, such as Exported.
Paths from a status node can include a specific action. Actions represent the button on the document to trigger the next step in the workflow such as Approve. You always need to specify the action performed when you connect a status node to another node or vice versa. For example, if you try to drag a path from Draft to In review, the actions available are Review or Send Back. In other words, the actions available on the document when you have to approve an invoice.
Each status node has a specific combination of nodes that can be placed before and after. The action that can be triggered depends on this combination. The Workflow Designer allows these combinations:
Status node | Incoming | Outgoing |
New (Invoice) |
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Draft | Invoices:
Expenses:
| Invoices:
Expense:
|
In review | Invoices:
Expense: | Invoices:
Expense:
|
Needs revision | Invoices:
Expense:
| Invoices:
Expense:
|
Ready for export |
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Exported (Invoices) |
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This is used for the Revert export feature |
Ready for expense export (Expense) | Expense:
| Expense:
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Ready for transaction export (Expense) | Expense:
| Expense:
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Expense exported (Expense) |
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Transaction exported (Expense) |
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Rejected |
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Archived (Expense) |
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Pending external input (Invoices) |
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