Approval workflow is where you are able to manage the approval for a scheme according to your organisation’s hierarchy and sign-off rules. Within DealTrack, this is an optional function and is therefore default to off. However, there are two types of workflow that can be configured for you by Enable’s system administrators: either manual or automatic.
Upon clicking on the Approval tab for a scheme, you will notice a number of labels and editable fields (see screenshot below), as follows:
Scheme creation · A label indicating whether the scheme was created manually or automatically, i.e. through replication.
Created by · A label indicating the name of the user who created the scheme, and the time and date it was created.
Workflow status · A dropdown menu where you can select the current stage that the scheme falls under within your workflow. Different statuses and associated colour markers can be configured by Enable’s system administrators for this.
Currently with · A free text box where you can identify who the scheme is currently sat with.
- Waiting on · A free text box where you can identify who the scheme is currently waiting on before proceeding.
Last purchase date · This is the most recent transaction date for the scheme, i.e. most recent transaction date on a turnover line.
Follow on status · This is a means of indicating, for a scheme that is approaching its end date, whether a follow-on scheme needs to be created.
- Notes · A free text box for adding notes.
On the right-hand side of the page is the option to download a scheme pdf giving an overview of the schemes configuration. This scheme pdf is represented by a thumbnail image, which, when clicked, will download the pdf version for you.
Automatic workflow (£)
To provide a way of automatically inviting certain users to approve or reject a scheme, users can be split into different workflow roles, on a per supplier level.
A role and all users contained within it can then be invited, based on certain conditions, into the approval hierarchy of a scheme, where they can approve or reject it.
Once a scheme has been fully approved by all invited roles, it then becomes “Fully signed”.
Please note — a scheme will be locked and therefore not editable if automatic workflow has been configured and the scheme has started workflow (meaning that the scheme approval hierarchy has been determined and users in the hierarchy have been invited to approve or reject the scheme).