Platform
Approval Workflow Engine
Sequential and parallel approvals configured by project, transaction type, item classification, criticality and — where a rate exists — amount. An indent routes on budgeted and available quantity; a purchase order routes on value. Authority in the system mirrors authority in the organisation.
Route a real transaction
Pick a situation your organisation already recognises and watch the engine route it — who enters the chain, which rule put them there, and what happens when someone is on leave, disputes a quantity or misses an SLA.
Transaction
Cement indent raised from a site store
Requested quantity
400 bags
- Project
- Ring Road, Package 3
- Budgeted qty remaining
- 250 bags
- Stock at project store
- 120 bags
- Rate
- Not known at indent stage
An indent is a requirement, not a commitment — there is no rate for the item yet, so no amount exists to approve against. The engine routes on the numbers it does have: requested quantity, stock in hand and budgeted quantity.
Without a workflow engine
The site indents 400 bags while 120 sit in its own store, and the quantity overrun only surfaces when the bill arrives. With no rate at indent stage, a value-based workflow has nothing to check.
Approval path
0 of 5 stages
- 1
Site engineer
RaisedIndent raised on quantity, against the project
Item, project and activity are on the request. Value-based bands cannot apply here — no vendor, no rate, no amount.
- 2
Stock check — project store
Auto-checkCurrent stock netted off the request
120 bags are already lying at the project store, so the net requirement falls to 280 bags before anyone approves a purchase.
- 3
Budget check — item quantity
Auto-checkNet requirement against budgeted quantity
250 bags remain in the budgeted quantity for this item on this project. The net requirement is 30 bags over.
- 4
Project manager
ApprovedProject-level authority on the requirement
Confirms the requirement is genuine and belongs to this stage. Cleared from a phone — same workflow and audit trail as a desktop.
- 5
Commercial head
Quantity overrunNet requirement exceeds budgeted quantity
The 30-bag overrun goes up a level for an explicit decision, and is recorded against the item rather than absorbed at the site.
Scenarios are illustrative. Approval levels, roles, quantity checks, value bands and SLAs are configured to your organisation during implementation — the engine is the same on every edition that includes workflow.
- Sequential and parallel approvers in the same workflow
- Indents route on budgeted quantity and stock in hand — at indent stage there is no rate, so no amount to check
- Value-based levels from the purchase order onward, with project or screen-level variation
- Temporary delegation and permanent responsibility transfer
- Take-reference before the workflow continues
- SLA reminders, escalation and creator control on rejection
- Timestamps, comments, history and transaction versions
See approval workflow engine against your processes.
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