Workflow Approval Systems:


What is the workflow approval system?

 

The workflow approval system allows you to define various levels of authority whose approval is required to process any request be it for giving a discount to the client or making a refund or creating back dated entries. The authority can be set based on the criticality of the nature of approval. The higher the criticality of the approval, a high authority could be selected to grant approval and vice versa. There are 3 types of authority selections for approvals:

 

‘Any’ : In case of ‘Any’ , any number of authorities i.e. Users/managers can be selected. If any one of them approves the request, the approval will be accepted. Let me explain to you with an example, suppose you have chosen 3 users as authority, Mr.A, Mr.B and Mr.C. For any reason Mr.A and Mr.B reject the request, but Mr.C approves it, the system will accept the request and grant approval for the same, as it requires the approval of anyone of the authorities.

 

‘All’: In case of ‘All’, any number of authorities i.e. Users/managers can be selected. In this case only if all of them approve the request, the approval will be accepted. Let me explain to you with an example, suppose you have chosen 3 users as authority, Mr.A, Mr.B and Mr.C. For any reason Mr.A and Mr.B approve the request but if Mr.C rejects it, the system will reject the request and only approve it, if all 3 users approve it.

 

‘Order’: In case of ‘Order’ , any number of authorities i.e. Users/managers can be selected in the order of hierarchy for approval . Number 1 being the highest authority, number 2 being the second highest and number 3 being the third highest and so on. The request will go first to the lowest authority, only on it begin approved will scale up to the next authority in the hierarchy and so on until it reaches the highest authority and he grant approval for it. Let me explain to you with an example, suppose you have chosen 3 users as authority, Mr.A, Mr.B and Mr.C. Mr A being the highest and Mr.C being the lowest. First the request for approval will go to Mr.C on him approving it, the request will move to Mr.B, on approval of Mr.B it will move to Mr. A for approval and only after Mr.A grants approval, the request will be approved. Incase at the first level Mr .C rejects it, the request will not move higher to Mr.B or If Mr.B rejects it, it won’t move higher to Mr.A and Finally even if Mr.C and Mr.B have approved but Mr.A rejects it, the request will be rejected.

 The various types of approval are as follows:

  • Approval for Refund based on:
    • Bill Amount: Allows you to set the maximum and minimum refund amount, the higher the amount the higher the authority to approve it and vice versa
    • Bill Duration : Allows you to set the maximum and minimum bill duration for the bill to be refunded, the longer the duration the higher the authority to approve it and vice versa

  • Approval for Billing for:
    • Discount : Allows you to set the maximum and minimum discount amount or percentage, the higher the amount or percentage of discount the higher the authority to approve it and vice versa
    • Backdate entry : Allows you to set the maximum and minimum backdate entry period, the longer the duration, the higher the authority to approve it and vice versa

  • How do I configure workflow in my FitnessForce software:
    • Go to Settings => Work flow master
    • This is how your screen will look, It will show you all the existing workflow plans that are designed

    • Click on create new to create a new workflow plan


This is how your screen will appear 



  • Fill in the relevant fields as follows:

Add the workflow name: You can customize the workflow name . for. E.g. If the workflow approval is for discount from 10 to 15% , you could name it can Discount 10 to 15 % and set the relevant approval type i.e. Any, All or Order and set the relevant authority for the same. The second plan could be for a higher discount range from 15 to 30% requiring a higher authority and so on

 

Select workflow for:

The various types of approval are as follows:

  • Approval for Refund based on:
    • Bill Amount: Allows you to set the maximum and minimum refund amount, the higher the amount the higher the authority to approve it and vice versa

    • Bill Duration : Allows you to set the maximum and minimum bill duration for the bill to be refunded, the longer the duration the higher the authority to approve it and vice versa
    •  
  • Approval for Billing for:
    • Discount : Allows you to set the maximum and minimum discount amount or percentage, the higher the amount or percentage of discount the higher the authority to approve it and vice versa
    • Backdate entry : Allows you to set the maximum and minimum backdate entry period, the longer the duration, the higher the authority to approve it and vice versa

Keep the status as Active

 

Select the Status:

Active or Inactive

 

Value type:

  • Value (Specific amount) – Incase of refund it will always be value. Incase of Discount amount it will also be an amount of a specific value. For refund amount you will have to set the maximum and minimum amount after selecting value. Same goes for Discount amount, the value of the amount for which approval is required. For Bill duration under refund or Backdated under billing the value will be number of days (maximum and minimum)
  • Percentage: Incase of percentage the discount could also be in form of a percentage, for example to give upto 5% discount an approval may not be required, but anything over and above that may have to go through the workflow approval system.


Finally you have to select the Approval Type as:

  • Any
  • All
  • Order

The workflow approval system allows you to define various levels of authority whose approval is required to process any request. The authority can be set based on the criticality of the nature of approval. . The higher the criticality of the approval, a high authority could be selected to grant approval and vice versa. There are 3 types of authority selections for approvals:

 

‘Any’ : In case of ‘Any’ , any number of authorities i.e. Users/managers can be selected. If any one of them approves the request, the approval will be accepted. Let me explain to you with an example, suppose you have chosen 3 users as authority, Mr.A, Mr.B and Mr.C. For any reason Mr.A and Mr.B reject the request, but Mr.C approves it, the system will accept the request and grant approval for the same, as it requires the approval of anyone of the authorities.

 

‘All’: In case of ‘All’, any number of authorities i.e. Users/managers can be selected. In this case only if all of them approve the request, the approval will be accepted. Let me explain to you with an example, suppose you have chosen 3 users as authority, Mr.A, Mr.B and Mr.C. For any reason Mr.A and Mr.B approve the request but if Mr.C rejects it, the system will reject the request and only approve it, if all 3 users approve it.

 

‘Order’: In case of ‘Order’ , any number of authorities i.e. Users/managers can be selected in the order of hierarchy for approval . Number 1 being the highest authority, number 2 being the second highest and number 3 being the third highest and so on. The request will go first to the lowest authority, only on it begin approved will scale up to the next authority in the hierarchy and so on until it reaches the highest authority and he grant approval for it. Let me explain to you with an example, suppose you have chosen 3 users as authority, Mr.A, Mr.B and Mr.C. Mr A being the highest and Mr.C being the lowest. First the request for approval will go to Mr.C on him approving it, the request will move to Mr.B, on approval of Mr.B it will move to Mr. A for approval and only after Mr.A grants approval, the request will be approved. Incase at the first level Mr .C rejects it, the request will not move higher to Mr.B or If Mr.B rejects it, it won’t move higher to Mr.A and Finally even if Mr.C and Mr.B have approved but Mr.A rejects it, the request will be rejected.

 

The last step is to select the users/authority for the set workflow plan and save

Once the workflow is configured, each time a client representative or staff member, tries to send a refund approval or give a discount or create a backdated bill, a send approval request link will appear, clicking on which a notification goes to the authority which can be view by them on clicking the bell icon once they have logged in the FitnessForce software. They may choose to approve or reject the request; in case they reject the request the system will ask them to mention a reject reason. This is how the screen will appear:

 


Once the approval is done, the client representative or staff member will receive the notification for the same on the bell icon of the FitnessForce software in their account.