After you’ve created the rules for the travel policy you need to determine what happens to a trip when it’s in-policy and out-of-policy. To create approval workflows, go to the “User Group Approval Workflows” tab and click “Add Workflow”.
If you already had travel policies approval workflows set
All of the travel policies approval workflows you had set in the old interface are still available in the new version. There are some differences, the workflows operate by levels now. Right now, all travel policies approval workflows have only one level of approval, whether it is sequential or parallel, just like before. You can now edit the migrated workflows to multiple levels if you wish to.
Basic Set up - User Group Approval Workflows
Give the workflow a name, select which company that workflow relates to, and to which travel policy.
Managers are the users who can approve or deny the trip. Drag managers from the left list to the right to select the managers of the approval workflow.
Travelers are the users to whom the travel policy applies to. Drag traveleres from the left list to the right to select the travelers of the approval workflow.
In-policy or out-of-policy trip
A trip is in-policy when it follows all the rules of that specific travel policy. An out-of-policy trip is when at least one of the rules of the travel policy is not met.
When travelers are booking, if the service being booked is out-of-policy, they will be notified exactly why it’s considered out-of-policy.
Select what is the workflow for when a trip is in-policy or out-of-policy. When the trip is in-policy you need to select: Need Approval, Auto-Approval, or Auto-Approval with warning. When the trip is out-of-policy you need to select: Forbidden, Need Approval, Auto-Approval, Auto-Approval with warning, or Hidden.
- Forbidden: it is not possible to book any out-of-policy trip but content is still listed on the search.
- Need Approval: Any trip, even out-of-policy, can be booked when approved
- Auto-approval: the out-of-policy trip can be booked but will be marked (for reporting) as an out-of-policy booking. This is very useful if you want the user to know it's not according to the company policy, however you don't require an approval process
- Auto-approval with warning: the out-of-policy trip can be booked, however, the approvers will be notified by email that an out-of-policy booking was made. They don’t need to approve it but will know what the traveler has booked.
- Hidden: The out-of-policy options won’t show up on the search. This is not recommended as it misleads travelers when they know a specific content exists and it’s not being shown.
If Need Approval is selected
When you select “Need Approval” you also need to create Travel Policies Approval Workflows in order to teach the solution what happens when a trip is booked.
What do different levels mean?
Level 1 is the first level of workflows to be activated. This means that the approvers in level 1 will be the first to receive emails to approve that trip. The next level will only be activated if the first level approves the trip. You can create up to 5 levels of approval.
Levels are only useful when a multi-level company policy exists. For example, if the CEO needs to approve every booking but only when the Directors have already approved.
Setup each level of approvers
Minimum approvals: the number of approvals a trip needs to be approved.
Hours until default behavior: Number of hours that system waits for the pending approval. After this time default behavior will take place.
Default behavior: whether a trip is approved or denied after the hours until default behavior has passed.
For each level, you need to select what is the workflow type: sequential or parallel.
Parallel approval is when all the approvers inside that level receive the approval request at the same time. Drag and drop the approvers from the list on the left to the right to determine who are the approvals of that level. In this case, the order of the approvers is not relevant. If you select more than one approver, all of them will receive the approver request at the same time.
Sequential means each approver receives the approval request only after the first approver has made a decision. In this case, the order of the approvers is crucial, since the approver request is sent to the first approver on the list, and only after, if necessary, is sent to the next on that list.
Repeat the same process for the other levels.
You can also choose to have different approvers depending on different traveler custom remarks.