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How Do I Set Up And Manage An Approval Workflow?

ASSIST Approval Matrix & Workflow FAQ

Learn how to automate your document approval process to ensure the right team members review expenses and sales. Please note that the approval matrix is a premium feature available on Premium and Enterprise plans.

  1. User Requirements: Before setting up a workflow, ensure that all designated approvers are registered users and members of your company's ASSIST account.
  2. Create and Classify: Navigate to the approval matrix to create a new flow. You will need to name the workflow and assign it to a specific document type, such as an invoice, receipt, or claim. Each approval workflow is tied to a specific document type.

  1. Set Triggers and Conditions: Add rules to dictate when the workflow should trigger. For example, you can set a condition where the workflow only triggers if the "total amount is not empty".
  2. Assign Approvers & Levels: Designate specific personnel for each approval step and set deadlines based on the document submission date. You can configure up to a maximum of three distinct approval levels per workflow.

  1. The Review Process: Once the workflow is active and a document meets your set conditions, the system automatically sends an email notification to the assigned approver. The approver can open the document to review details like quantity and total amount, leave a remark, and choose to either approve or reject it.

  1. Rejection Notifications: If an approver rejects the document, the system will automatically send a notification email back to the user who originally uploaded it so they can take corrective action.

  1. Advanced Customization: If your organization requires highly complex workflows involving multiple departments or unique company structures, ASSIST can build customized approval matrices under an Enterprise plan. Contact Sales team via enquiry@assist.biz

 

ASSIST an AI-powered document management and e-invoicing solution founded in 2021. Headquartered in Singapore, the company also operates across the Malaysian and Singapore markets. The platform is designed to streamline finance workflows by digitizing supplier invoices and significantly reducing manual data entry.