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Create or upload a workflow

Build your own workflow to determine how expenses and invoices are processed in your organization.

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Written by Mailin
Updated over 2 months ago

🌐 Web | 👤 Yokoy admin with Workflow Designer permissions

You can create a new workflow from scratch by dragging and dropping the corresponding nodes or use existing workflow as a template.

To create a new workflow:

  1. Go to Admin > Workflow Designer (beta)

  2. Click + New workflow.

  3. Select Invoice or Expense.

  4. Enter a name for your new workflow.
    By default, new workflows are named with the workflow type and the date.

  5. Drag and drop the nodes to build your workflow, depending on your workflow type.

  6. Connect the nodes by dragging a path from one node to the next.

  7. Click Save to create a draft of your workflow or Publish to make it available for activation in the company's invoice settings.
    The new workflow appears in the Workflow Designer page, under the All workflows tab.

✏️ Note
Workflows are document type-specific. This means expense workflows can't be used to process invoices and vice versa. You need to set up separate workflows for each document type.

Alternatively, you can create your own custom template from an existing workflow:

  1. Select an existing workflow in the Workflow Designer overview.

  2. In the Workflow Designer workspace, click Download workflow.

  3. Exit the Workflow Designer workspace.

  4. Create a new workflow by clicking + New workflow.

  5. In the Workflow Designer workspace, click Upload and select the JSON file in the file explorer window.
    The workflow is loaded in the workspace. You can perform any changes to the nodes you want.

  6. When you have finished, click Save or Publish as appropriate.

💡 Tip

If you can‘t publish your workflow, check out Troubleshooting workflow errors.

❗️Warning

Make sure you upload a valid workflow example for the workflow type, i.e. an invoice workflow when you create an invoice workflow. Uploading an expense workflow example to an invoice workflow results in error.

🚧 Caution
You cannot edit existing workflows as they may be already in use for processing documents. If you want to change the behavior, you need to create a new workflow and then activate it. The new workflow will be used for all new documents from that point.

Renaming a workflow

Once you have created a workflow, you can rename it, if required. Renaming a workflow does not change its content, only updates its name. You can rename both published and draft workflows.

To do this, proceed as following:

  1. Go to Admin > Workflow Designer.

  2. In the Workflow overview list, in the Actions column, click the pencil icon. Enter the new name of the workflow and click Save.

You can also rename a workflow from the Workflow Designer workspace. Click a workflow to view it. In the toolbar, click the pencil icon. Enter the new name of the workflow and click Save.

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