Condition Based Approval Management with Effort

Introduction

In this tutorial, we will walk you through the process of configuring and operating the following condition-based approval workflows from scratch using the Effort platform.
  • Capital Expenditure Requests: The following flow describes the capital expenditure request that we are configuring in Effort as part of this tutorial.

  • Farmer Advance Requests (Leaf): The following flow describes the farmer advance request that we are configuring in Effort as part of this tutorial.

  • Travel Expenses: The following flow describes the travel expense request that we are configuring in Effort as part of this tutorial.

This tutorial provides all the activities that need to be performed by different roles involved in the approval workflow using the Effort platform. Here's the list of activities we will be configuring and executing in the Effort as part of this workflow.

Admin Activities (Configuration of Approval Management Process)

In this section, we will walk you through the admin-level activities involved in the configuration of the approval management process. To perform the Admin activities, the users must have access to the App Builder module. Login to Effort as App Builder. Refer to the Sign-in To Effort topic for login.

Employee Configuration

Create Employees

The Employee module enables the creation and management of employees within an organization. Initially, employee data must be created, as the approval management process involves key roles, including the requestor, managers, directors, and so on.

To know more about the employees module, refer to Employees.

In this section, we will create employees who will be involved in the approval management process. To create employees, follow the steps below:

  1. Go to Web App > Employees > All Employees > Add Employee.
  2. Enter the employee details such as First Name, Last Name, Employee ID, Email, Mobile Number, and so on.
  3. Select the Access Type based on the employee you want to create.
    If you are creating a Field Employee or Field Manager, you can select the Access Types as Mobile App or Employee Web App & Mobile App. For the Admin or Manager employees, you can select the Employee Web App, Configurator & Mobile App option.
  4. Click Save.
    Note: If you want to create more employees, you can choose the Import feature to create in a single go. To import employees, refer to Import Employees.

Create Employee Groups

In the approval process, there is often a need to obtain approval from a group of individuals. The Employee Groups feature allows you to categorize employees based on their roles or departments. To configure approval from any member within a designated group, you must first create employee groups. To know more about employee groups, refer to Employee Groups.

In this section, we will create employee groups to streamline the approval process effectively. To create employee groups, follow the steps below:

  1. Go to App Builder > Employees > Employee Groups > Add Employee Group.
  2. In the Group Name field, enter the name of the employee group. Here, we are creating a group for individuals in the MD role.
  3. Under the Total Employees section, you can find all the employees within your organization. Select the employees in the MD role and click the left arrow icon to move them to the selected employees section.
  4. Click Save.
  5. Similarly, create the following employee groups. We'll assign the approval tasks to these employee groups in the later sections.
    • CFO: Create this group for the Chief Financial Officer (CFO) and include employees who hold the same role.

    • Finance Controller: Create this group for the finance department and include employees who are responsible for financial control operations.

    • Leaf Accountant: Create this group for the accounts department and include employees who are responsible for managing the leaf approval process.

    • Production Accountant TE: Create this group for the accounts department and include employees who are responsible for managing production operations.

    • Others Accountant TE: Create this group for the accounts department and include employees who are responsible for managing other operations.

Create List Masters

In this section, we will create the list masters that are used in forms and processes to store the data. The data includes departments, expense codes, states, travel codes, and so on. To know more about Lists, refer to Lists.

Create Department List

In this section, we will create a department list that contains the names of the departments. To create this list, follow the steps below:

  1. Go to App Builder > Lists > Create List.
  2. In the Title field, enter the title as Department List.
  3. Click Add Field.
  4. Under the Identifier column, enable the checkbox.
  5. Under the Field Label column, enter the label as Department List.
  6. Click Publish and then click OK in the confirmation pop-up.
  7. In the List Scope in Sync pop-up window, select the Sync all option and click OK to make all the list items available to the mobile app users.
  8. In the Warning pop-up window, click the Accept button.
    Your Department List is ready. Now you need to add items to it.
  9. To add department names to the list master, click Add.
  10. In the List No and Department List fields, enter department names as per your requirements, such as finance, marketing, etc.
    Note: To view the list items that you added, refer to View List Items.
    Note: To edit the list items that you added, refer to Edit List Item.
  11. Click Save to save your item. Otherwise, click Save & New to save the existing item and add one more new item.

Create States TE List

In this section, we will create a States TE list that contains the names of the states in the country and their GSTIN numbers. To create this list, follow the steps below:

  1. Follow the same instructions in the previous section and create the States TE as shown below.
  2. Click Publish to save the List master and then select all in the List Scope in Sync pop-up window.
  3. The list master creation is completed. Now you need to add items to this list. As we have 2 fields in this list, it will take more time if we add items manually. Instead, you can add multiple items to the list in one go using the Import option. On the List Actions page, click Import.
  4. Click Download Template. An Excel file is downloaded.
  5. Open the downloaded Excel sheet and fill in the data in the fields. Once you fill in the data, save the Excel sheet.
  6. Go back to the Import List page, click Choose File, and select the filled Excel sheet.
  7. Click the Import button. Once the import is completed, refresh the page after a few seconds. You can check the import status at the bottom of the page.
  8. To view the imported list items, go to Lists > States TE > View.
    Note: To view the list items that you added, refer to View List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create Approve | Reject for Approvals List

Till now, we have created Department and States TE list masters and added items to them. Now you are familiar with creating lists and adding items using import and manually.

In this section, we will create a list master that contains the approve or reject options. To create this list, follow the steps below:

  1. Create the Approve | Reject for Approvals list master as shown in the following screenshot.
  2. Now add the items to the list. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create Leaf Department List

In this section, we will create a list master for the leaf department. To create this list, follow the steps below:

  1. Create the Leaf - Department list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create Leaf Manager Finance Rejection List

In this section, we will create another list master for the leaf department called Leaf Manager Finance Rejection. To create this list, follow the steps below:

  1. Create the Leaf Manager Finance Rejection list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create Grades List

In this section, we will create a list master called Grades. We'll use this list master in the activity forms. To create this list, follow the steps below:

  1. Create the Grades list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To edit the list items that you added, refer to Edit List Item.
    Note: To import the list items, refer to Import List Items.

Create Mode of Travel Expenses List

In this section, we will create a list master called Mode of Travel Expenses to define the different modes of travel. We'll use this list master in the activity forms. To create this list, follow the steps below:

  1. Create the Mode of Travel Expenses list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To edit the list items that you added, refer to Edit List Item.
    Note: To import the list items, refer to Import List Items.

Create Expense Code List

In this section, we will create a list master called Expense Code to define a unique code for all the different types of expenses. We'll use this list master in the activity forms. To create this list, follow the steps below:

  1. Create the Expense Code list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create Travel Exp No.of Days List

In this section, we will create a list master called Travel Exp No.of Days to define a number of days. We'll use this list master in the activity forms. To create this list, follow the steps below:

  1. Create the Travel Exp No.of Days list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create TE - Image | Doc List

In this section, we will create a list master called TE - Image | Doc to define the uploaded document type for travel expenses. We'll use this list master in the activity forms. To create this list, follow the steps below:

  1. Create the TE - Image | Doc list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create Travel Expenses List

In this section, we will create a list master called Travel Expenses to define different expenses for travel. We'll use this list master in the activity forms. To create this list, follow the steps below:

  1. Create the Travel Expenses list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create Travel Code List

In this section, we will create a list master called Travel Code to define different codes for travel. We'll use this list master in the activity forms. To create this list, follow the steps below:

  1. Create the Travel Code list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create Travel Code Other List

In this section, we will create a list master called Travel Code Other to define other codes for travel. We'll use this list master in the activity forms. To create this list, follow the steps below:

  1. Create the Travel Code Other list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create Travel Expenses Daily Allowances List

In this section, we will create a list master called Travel Expenses Daily Allowances to define daily allowances for travel expenses. We'll use this list master in the activity forms. To create this list, follow the steps below:

  1. Create the Travel Expenses Daily Allowances list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Create Non Marketing Daily Allowance (TE) List

In this section, we will create a list master called Non-Marketing Daily Allowance (TE) to define daily allowances for nonmarketing travel expanses. We'll use this list master in the activity forms. To create this list, follow the steps below:

  1. Create the Non Marketing Daily Allowance (TE) list master as shown in the following screenshot.
  2. Now add the items to the list as per your requirement. You can either use the Import option or follow the manual process to add the items at your convenience.
    Note: To add the list items, refer to Add an Item to List.
    Note: To import the list items, refer to Import List Items.
    Note: To edit the list items that you added, refer to Edit List Item.

Creation and Configuration of Forms

In this section, we will create the forms that are required for managing the approvals. The forms include a capital expenditure, a request for travel expanses, an approval form, and more. Here, we will walk you through the form creation steps, required fields, field-level configurations, and form-level configurations for all the forms. To know more about the forms, refer to Forms.

Create Form - WMS Capex - Initiator

The WMS Capex - Initiator form is used for initiating WMS capital expenditure requests. To create this form, follow the steps below:

  1. Go to App Builder > Forms > Create Form > Create On My Own.
  2. In the Title field, enter the title as WMS Capex - Initiator.
  3. Drag and drop the following data types onto the field canvas and label them as shown below.
    Data TypeLabel
    Text Requisition No.
    Date Date
    Text Capex Description
    Number Capex Amount (In Lakhs)
    Text Competitive Quotations (If Any)
    Text Counter party recommended & Reasons
    Fields Group Economics of Proposal
    Fields Group Group
    Pick List Department
    Employee Applicant
    Text Responsibility
    Text Work Begins
    Text Work Ends
    Dropdown Budgetary Sanction details To be confirmed by Finance
    Fields Group In Case of Replacement
    Rich Text Format Justification Note
    Multi Document 1. Comparative Statement
    Multi Document 2. Quotations
    Multi Document 3. Workings
    To know more about all the data types, refer to the following topics.
  4. Click the Date field and configure it as default to today's date when clicked.

    To know more about Computed/Default fields, refer to Field Properties.

  5. Click the Fields Group field labeled as Economics of Proposal, and drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
    Data TypeLabel
    Text Terms of Payment
    Text Escalation Clause
    Text Present value of Cash Flow
    Text Performance Guarantees (If any)
  6. Under the Economics of Proposal fields group, uncheck the Required Field option for the following fields in the Properties section to make them optional fields when submitting the form.
    • Escalation Clause
    • Present value of Cash Flow
    • Performance Guarantees (If any)
  7. Click the Fields Group field labeled as Group, and drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
    Data TypeLabel
    Text Net present value
    Text Internal Rate of Return
    Text Pay back Period
  8. Under the Group fields group, uncheck the Required Field option for the following fields in the Properties section to make them optional fields when submitting the form.
    • Net present value
    • Internal Rate of Return
    • Pay back Period
  9. Click the Pick List field labeled as Department and select Department List from the List dropdown.
  10. Click the Dropdown field labeled as Budgetary Sanction details To be confirmed by Finance and add the following options in the Add Values field. Then, uncheck the Required Field option to make it optional when submitting the form.
    • Budgeted
    • Non - Budgeted
  11. Click the Fields Group field labeled as In case of Replacement, and drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
    Data TypeLabel
    Text Asset Number
    Text Market value if any (Quotations to be enclosed)
    Text Book Value
  12. Under the In case of Replacement fields group, uncheck the Required Field option for the following fields in the Properties section to make them optional fields when submitting the form.
    • Asset Number
    • Book Value
  13. Uncheck the Required Field option in the Properties section to make them optional fields for the following fields when submitting the form.
    • 1. Comparative Statement
    • 2. Quotations
    • 3. Workings
  14. Now click Publish and then click OK to make it available to the employees. You are done with your first form creation.
    Note: To know more about all the publishing options, refer to Publishing Options.

Create Form - Capex - PA

The Capex - PA form is used by the immediate managers of the initiator to capture their notes and approve the WMS capital expenditure requests. To create this form, follow the steps below:

  1. Go to App Builder > Forms > Create Form > Create On My Own.
  2. In the Title field, enter the title as Capex - PA.
  3. Add the same fields that we added in the WMS Capex - Initiator form and configure them as mentioned in the previous topic.
  4. Additionally, add the following data types and label them as shown below:
    Data TypeLabel
    Pick List Approval of PA
    Text Remarks
  5. Click the Pick List field labeled as Approval of PA, and select Approve | Reject for Approvals from the List dropdown.

Create Other Forms for Capex Approval Process

In this section, we'll create the forms used by different approvers, such as L1, L2, Finance, and so on. All these forms will be used in the Capital Expenditure Approval Management flow. Create the following forms with the same fields that you created for the Capex - PA forms.
  • L1: This form is used by the L1 approver of the capital expenditure request to capture notes and approval status.

  • L2: This form is used by the L2 approver of the capital expenditure request to capture notes and approval status.

  • L3: This form is used by the L3 approver of the capital expenditure request to capture notes and approval status.

  • L4: This form is used by the L4 approver of the capital expenditure request to capture notes and approval status.

  • L5: This form is used by the L5 approver of the capital expenditure request to capture notes and approval status.

  • Static: This form is used by the static level 1 approver of the capital expenditure request to capture notes and approval status.

  • Static 2: This form is used by the static level 2 approver of the capital expenditure request to capture notes and approval status.

  • Static 3: This form is used by the static level 3 approver of the capital expenditure request to capture notes and approval status.

  • Static 4: This form is used by the static level 4 approver of the capital expenditure request to capture notes and approval status.

Create Form - Leaf (Farmer Advance)

The Leaf (Farmer Advance) form is used for initiating farmer advance requests. To create this form, follow the steps below:

  1. Go to App Builder > Forms > Create Form > Create On My Own.
  2. In the Title field, enter the title as Leaf (Farmer Advance).
  3. Drag and drop the following data types onto the field canvas and label them as shown below.
    Data TypeLabel
    Text Requisition No.
    Date Date
    Pick List Department
    Text Nature of Sanction
    Text Description
    Date Effective Date
    Date Previous Increase Dt
    Number Impact in current year (In Lakhs)
    Rich Text Format Justification & Content
    Repeatable Section Attachments
    Text Remarks
    To know more about all the data types, refer to the following topics.
  4. Under the Properties section, uncheck the Required Field option for the following fields to make them optional when submitting the form.
    • Requisition No.
    • Description
    • Effective Date
    • Previous Increase Dt
    • Remarks
  5. Click the Pick List field labeled as Department, and select the Leaf - Department list from the List dropdown under the Properties dropdown.
  6. Click the Repeatable Section field labeled as Attachments, and do the following.
    1. Click the repeatable section field and define the Minimum Entries to 0 and Maximum Entries to 12.
    2. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Text Document Name
      Multi Document Attach Document
  7. Now click Publish and then click OK to make it available to the employees.
    Note: To know more about all the publishing options, refer to Publishing Options.

Create Form - Leaf Functional Accountant

The Leaf Functional Accountant form is used by the accountant of the leaf department to approve the leaf farmer advance requests. To create this form, follow the steps below:

  1. Go to App Builder > Forms > Create Form > Create On My Own.
  2. In the Title field, enter the title as Leaf Functional Accountant.
  3. Add the same fields that we added in the Leaf (Farmer Advance) form and configure them as mentioned in the previous topic.
  4. Additionally, add the Pick List data type, label it as Approval, and then select Approve | Reject for Approvals from the List dropdown.

Create Other Forms for Leaf Approval Management

In this section, we'll create the forms used by different approvers, such as GM, VP, CFO, MD, and so on. All these forms will be used in the Leaf Approval Management flow. Create the following forms with the same fields that you created for the Leaf Functional Accountant forms.
  • Leaf Departmental Manager: This form is used by the leaf department manager to capture notes and approval status.

  • Leaf VPL: This form is used by the vice president (VP) of the leaf department to capture notes and approval status.

  • Leaf Manager Finance: This form is used by the manager of the leaf finance department to capture notes and approval status.

  • Leaf Finance Controller: This form is used by the controller of the Leaf Finance Department to capture notes and approval status.

  • Leaf CFO: This form is used by the chief finance officer (CFO) to capture notes and approval status.

  • Leaf MD: This form is used by the chief finance officer (CFO) to capture notes and approval status.

Create Form - Travel Exp - Initiator

The Travel Exp - Initiator form is used for initiating travel expenditure requests. To create this form, follow the steps below:

  1. Go to App Builder > Forms > Create Form > Create On My Own.
  2. In the Title field, enter the title as Travel Exp - Initiator.
  3. Drag and drop the following data types onto the field canvas and label them as shown below.
    Data TypeLabel
    Employee Employee
    Text P No.
    Text Head Quarters
    Text Circle
    Pick List Grade
    Number Cost Centre Code
    Repeatable Section Hotel (or) CTE
    Number Total of Food & Hotel Expenses (Including Tax)
    Number Total of Food & Hotel Expenses (Excluding Tax)
    Repeatable Section Travel Expenses
    Number Total Amount for (Air (or) Train (or) Bus)
    Number Total Amount for (Taxi Fare)
    Number Total Amount for (Auto Fare)
    Number Total of Travel Expenses
    Repeatable Section Other Expenses
    Number Total of Other Expenses
    Repeatable Section Daily Allowances
    Number Total of Daily Expenses
    Repeatable Section Daily Allowances | Mileage
    Number Total Exp of Mileage
    Number Total Exp of Daily Expenses
    Repeatable Section Mileage
    Number Total of Mileage
    Number Total of Daily Allowances (M, L & NM)
    Number Incidentals Eligibility Per Day
    Number Total Incidentals of the tour
    Number Expenses Amount
    Number Expenses of the CTE
    Number Total Tax Amount
    Number Exceeded Amount
    Number Total Expenses of the Tour
    Number Total Expenses of the Tour by Excluding Tax
    Number To Word Total (Rupees Only)
    To know more about all the data types, refer to the following topics.
  4. Click the P No. field and do the following.
    1. Under the Properties section, make the field a Computed field.
    2. Click the grey box under the Computed field, click the Employee ID field located on the left side to populate it on the formula editor, and then click Done.

      According to this configuration, the employee ID will be retrieved from the employee data and automatically populated in the field when you select the employee from the Employee field.

  5. Click the Head Quarters field and do the following.
    1. Under the Properties section, make the field a Computed field.
    2. Click the grey box under the Computed field, click the Employee_Cost Centre Name field located on the left side to populate it on the formula editor, and then click Done.

      According to this configuration, the employee cost center (headquarter) will be retrieved from the employee data and automatically populated in the field when you select the employee from the Employee field.

  6. Click the Circle field and do the following.
    1. Under the Properties section, make the field a Computed field.
    2. Click the grey box under the Computed field, click the Employee_Location field located on the left side to populate it on the formula editor, and then click Done.

      According to this configuration, the employee location will be retrieved from the employee data and automatically populated in the field when you select the employee from the Employee field.

  7. Click the Grade field and do the following.
    1. Under the Properties section, select Grades from the List dropdown.
    2. Make the field a Computed field.
    3. Click the grey box under the Computed field, click the Employee_Grades field located on the left side to populate it on the formula editor, and then click Done.

      According to this configuration, the employee grade will be retrieved from the Grades list and automatically populated in the field.

  8. Click the Cost Centre Code field and do the following.
    1. Under the Properties section, make the field a Computed field.
    2. Click the grey box under the Computed field, click the filledBy_Cost Centre Code field located on the left side to populate it on the formula editor, and then click Done.

      According to this configuration, the employee cost center code will be retrieved from the employee data of the individual initiating this request and automatically populated in the field.

  9. Click the Repeatable Section field labeled as Hotel (or) CTE and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 50.
    2. Select the following checkboxes to allow instance collapsing and users to generate instances as per their requirements.
    3. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Pick List Nature of Expense (Please select Hotel & Food Exp | CTE | Food Exp | Guest House)
      Dropdown Metro | Non Metro
      Date From Date
      Date To Date
      Number GL Code
      Datespan No. of Night stay
      Pick List No. of Nightstay
      Text Hotel Name
      Text Location
      Text Town (or) City
      Text Bill No.
      Pick List State (Type two letters of the State name)
      Text Hotel GSTIN
      Number HSN Code (or) SAC Code
      Text Company GSTIN
      Number Hotel Metro Eligibility (Per Day)
      Number Hotel Non Metro Eligibility (Per Day)
      Number CTE Metro Eligibility (Per Day)
      Number CTE Non Metro Eligibility (Per Day)
      Number Amount (Excluding Tax)
      Number Tax Amount
      Number Food Amount (Including Tax)
      Number Amount (Including Tax)
      Number Total Exp (Including Tax)
      Text Remarks
      Pick List Image | Document | Both
      Image Image
      Multi Document Attach Bills
      Number Overall Eligibility Hotel Metro
      Number Overall Eligibility Non Hotel Metro
      Number Overall Eligibility CTE Metro
      Number Overall Eligibility CTE Non Metro
      `
    4. For the Nature of Expense field, select Expense Code from the List dropdown.
    5. For the Metro | Non Metro field, add the following values in the Add Values field.
      • Metro
      • Non Metro
    6. For the GL Code field, make it as computed field and configure as shown below.
    7. For the No. of Night stay field, make it as computed field and configure as shown below.
      This formula helps you to calculate the duration between the From Date and To Date. The time span between the two fields will be automatically populated in the field.
    8. For the No. of Nightstay field, select Travel Exp No. of Days from the List dropdown.
    9. Click Define Conditions, click Add Criteria under the Filter Based on Values in Other Fields section, define the condition as shown below, and then click OK.

      According to this configuration, the options in the list are filtered, and the number of days is populated automatically.

    10. For the State field, select States TE from the List dropdown.
    11. For the Hotel GSTIN field, uncheck the Required Field option to make it optional, and set the Min Characters and Max Characters to 15.
    12. For the Hotel Metro Eligibility (Per Day) field, make it as computed, define the formula as shown below, and then click Done.
    13. For the Company GSTIN field, make it as computed, define the formula as shown below, and then click Done.
    14. For the CTE Metro Eligibility (Per Day) field, make it as computed, define the formula as shown below, and then click Done.
    15. For the CTE Non Metro Eligibility (Per Day) field, make it as computed, define the formula as shown below, and then click Done.
    16. For the Amount (Including Tax) field, make it as computed, define the formula as shown below, and then click Done.
      This formula helps you to calculate the values in the fields such as Amount, Tax Amount, and Food Amount. The total value will be automatically populated in the field.
    17. For the Image | Document | Both field, select TE - Image | Doc from the List dropdown.
    18. For the Overall Eligibility Hotel Metro field, make it as computed, define the formula as shown below, and then click Done.

      Here, we are multiplying the value of Hotel Metro by the number of days to obtain the overall eligibility.

    19. For the Overall Eligibility Non Hotel Metro field, make it as computed, define the formula as shown below, and then click Done.

      Here, we are multiplying the value of Hotel Non Metro by the number of days to obtain the overall eligibility.

    20. For the Overall Eligibility CTE Metro field, make it as computed, define the formula as shown below, and then click Done.

      Here, we are multiplying the value of CTE Metro by the number of days to obtain the overall eligibility.

    21. For the Overall Eligibility CTE Non Metro field, make it as computed, define the formula as shown below, and then click Done.

      Here, we are multiplying the value of CTE Non Metro by the number of days to obtain the overall eligibility.

  10. For the Total of Food & Hotel Expenses (Including Tax) field, make it as computed, define the formula as shown below, and then click Done.

    Here, we are calculating all the amounts to obtain the total food and hotel expenses including tax.

  11. For the Total of Food & Hotel Expenses (Excluding Tax) field, make it as computed, define the formula as shown below, and then click Done.

    Here, we are calculating all the amounts to obtain the total food and hotel expenses excluding tax.

  12. Click the Repeatable Section field labeled as Travel Expenses and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 50.
    2. Select the following checkboxes to allow instance collapsing and users to generate instances as per their requirements.
    3. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Date Date
      Pick List Travel Expenses (Please select any one them Air, Bus, Train or Taxi or Auto)
      Number GL Code
      Text Travel To
      Dropdown Mode of Travel
      Text Purpose
      Number Amount (Air (or) Train (or) Bus)
      Number Amount (Taxi Fare)
      Number Amount (Auto Fare)
      Number Kilometers
      Pick List Image | Document | Both T
      Image Image
      Multi Document Attachments
    4. For the Travel Expenses field, select Travel Code from the List dropdown.
    5. For the GL Code field, make it as computed, define the formula as shown below, and then click Done.
    6. For the Mode of Travel field, add the following values in the Add Values field.
      • Air/Train/Bus
      • Own
    7. For the Image | Document | Both field, select TE - Image | Doc from the List dropdown.
  13. For the Total Amount for (Air (or) Train (or) Bus) field, make it as computed, define the formula as shown below, and then click Done.

    This formula calculates the amounts of all instances and automatically populates the total amount.

  14. For the Total Amount for (Taxi Fare) field, make it as computed, define the formula as shown below, and then click Done.

    This formula calculates the taxi fares of all instances and automatically populates the total amount.

  15. For the Total Amount for (Auto Fare) field, make it as computed, define the formula as shown below, and then click Done.

    This formula calculates the auto fares of all instances and automatically populates the total amount.

  16. For the Total of Travel Expenses field, make it as computed, define the formula as shown below, and then click Done.

    This formula calculates all the total amounts (travel, auto, taxi) and automatically populates the total amount.

  17. Click the Repeatable Section field labeled as Other Expenses and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 50.
    2. Select the following checkboxes to allow instance collapsing and users to generate instances as per their requirements.
    3. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Date Date
      Pick List Other Expenses (Pick one from Stationary or Courier Expenses)
      Number GL Code
      Text Description
      Number Amount
      Pick List Image | Document | Both O
      Image Image
      Multi Document Attachments
    4. For the Other Expenses field, select Travel Code from the List dropdown.
    5. For the GL Code field, make it as computed, define the formula as shown below, and then click Done.
    6. For the Image | Document | Both field, select TE - Image | Doc from the List dropdown.
  18. For the Total of Other Expenses field, make it as computed, define the formula as shown below, and then click Done.

    This formula calculates the other amounts of all instances and automatically populates the total amount.

  19. Click the Repeatable Section field labeled as Daily Allowances and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 100.
    2. Select the following checkboxes to allow instance collapsing and users to generate instances as per their requirements.
    3. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Date From Date
      Date To Date
      Pick List Daily Allowances
      Datespan No. of Days
      Pick List No. of Days
      Number Amount
      Text Market Name
      `
    4. For the Nature of Expense field, select Travel Expanses Daily Allowances from the List dropdown.
    5. For the Nature of Expense field, click Define Conditions, click Add Criteria under the Filter Based on Values in Other Fields section, define the condition as shown below, and then click OK.

      According to this configuration, the options in the list are filtered, and the expense nature is populated automatically.

    6. For the No. of Days field, make it as computed field and configure as shown below.
      This formula helps you to calculate the duration between the From Date and To Date. The timespan between the two fields will be automatically populated in the field.
    7. For the No. of Days field, select Travel Exp No. of Days from the List dropdown.
    8. For the No. of Days field, click Define Conditions, click Add Criteria under the Filter Based on Values in Other Fields section, define the condition as shown below, and then click OK.

      According to this configuration, the options in the list are filtered, and the number of days is populated automatically.

    9. For the Amount field, make it as computed, define the formula as shown below, and then click Done.

      Here, we are multiplying the value of daily allowance by the number of days to obtain the total amount.

  20. For the Total of Daily Expenses field, make it as computed, define the formula as shown below, and then click Done.

    This formula calculates the daily allowances of all instances and automatically populates the total amount.

  21. Click the Repeatable Section field labeled as Daily Allowances | Mileage and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 100.
    2. Select the following checkboxes to allow instance collapsing and users to generate instances as per their requirements.
    3. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Date From Date
      Date To Date
      Pick List Exp Description
      Datespan No. of Days
      Number KMs
      Pick List No. of Days
      Number Amount
      Number Amount for KMs
      Text Place of Travel
      `
    4. For the Exp Description field, select Travel Expanses Daily Allowances Leaf from the List dropdown.
    5. For the Exp Description field, click Define Conditions, click Add Criteria under the Filter Based on Values in Other Fields section, define the condition as shown below, and then click OK.
    6. For the No. of Days field, make it as computed field and configure as shown below.
      This formula helps you to calculate the duration between the From Date and To Date. The timespan between the two fields will be automatically populated in the field.
    7. For the No. of Days field, select Travel Exp No. of Days from the List dropdown.
    8. For the No. of Days field, click Define Conditions, click Add Criteria under the Filter Based on Values in Other Fields section, define the condition as shown below, and then click OK.

      According to this configuration, the options in the list are filtered, and the number of days is populated automatically.

    9. For the Amount field, make it as computed, define the formula as shown below, and then click Done.

      Here, we are multiplying the value of eligibility by the number of days to obtain the total amount.

    10. For the Amount for KMs field, make it as computed, define the formula as shown below, and then click Done.

      Here, we are multiplying the value of eligibility by the kms to obtain the total amount.

  22. For the Total Exp of Mileage field, make it as computed, define the formula as the sum of all the amounts, and then click Done.

    This formula calculates the amounts of all instances and automatically populates the total amount.

  23. For the Total Exp of Daily Expenses field, make it as computed, define the formula as the sum of all the amounts for kms, and then click Done.

    This formula calculates the amounts of all instances and automatically populates the total amount.

  24. Click the Repeatable Section field labeled as Mileage and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 100.
    2. Select the following checkboxes to allow instance collapsing and users to generate instances as per their requirements.
    3. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Date From Date
      Date To Date
      Pick List Mileage
      Datespan No. of Days
      Pick List No. of Days
      Number Amount
      `
    4. For the Mileage field, select Non Marketing Daily Allowance (TE) from the List dropdown.
    5. For the Mileage field, click Define Conditions, click Add Criteria under the Filter Based on Values in Other Fields section, define the condition as shown below, and then click OK.
    6. For the No. of Days field, make it as computed field, and configure as shown below.
      This formula helps you to calculate the duration between the From Date and To Date. The timespan between the two fields will be automatically populated in the field.
    7. For the No. of Days field, select Travel Exp No. of Days from the List dropdown.
    8. For the No. of Days field, click Define Conditions, click Add Criteria under the Filter Based on Values in Other Fields section, define the condition as shown below, and then click OK.

      According to this configuration, the options in the list are filtered, and the number of days is populated automatically.

  25. For the Total of Mileage field, make it as computed, define the formula as shown below, and then click Done.
  26. For the Total of Daily Allowances (M, L & NM) field, make it as computed, define the formula as shown below, and then click Done.

    Here, we are calculating all the allowances.

  27. For the Incidentals Eligibility Per Day field, make it as computed, define the formula as shown below, and then click Done.
  28. For the Total Incidentals of the tour field, make it as computed, define the formula as shown below, and then click Done.

    Here, we are multiplying no. of days with Incidentals Eligibility Per Day.

  29. For the Expenses Amount field, make it as computed, define the formula as shown below, and then click Done.

    Here, we are calculating all the allowances.

  30. For the Expenses of the CTE field, make it as computed, define the formula as shown below, and then click Done.

    Here, we are calculating the Total Incidentals of the tour with Expenses Amount.

  31. For the Total Tax Amount field, make it as computed, define the formula as shown below, and then click Done.

    Here, we are calculating all the taxes.

  32. For the Exceeded Amount field, make it as computed, define the formula as shown below, and then click Done.

    Here, we have defined the formula to calculate the excess amount.

  33. For the Total Expenses of the Tour field, make it as computed, define the formula to calculate the total expense, and then click Done.
  34. For the Total Expenses of the Tour by Excluding Tax field, make it as computed, define the formula to calculate total expense excluding tax, and then click Done.
  35. For the Total (Rupees Only) field, define the formula as shown below, and then click Done.
    F39 represents the value in the Total Expenses of the Tour by Excluding Tax field.
  36. Now click Publish and then click OK to make it available to the employees.
    Note: To know more about all the publishing options, refer to Publishing Options.

Create Form - RM Review - TE

The RM Review form is used by the regional managers of the initiator to capture their notes and approve the travel expense requests. To create this form, follow the steps below:

  1. Go to App Builder > Forms > Create Form > Create On My Own.
  2. In the Title field, enter the title as RM Review - TE.
  3. Drag and drop the following data types onto the field canvas and label them as shown below.
    Data TypeLabel
    Employee Employee
    Text P No.
    Text Head Quarters
    Text Circle
    Pick List Grade
    Date From Date
    Date To Date
    Number Cost Centre Code
    Number Total of Food & Hotel Expenses (Including Tax)
    Number Total of Food & Hotel Expenses (Excluding Tax)
    Number Total of Travel Expenses
    Number Total of Other Expenses
    Number Total Daily Expenses
    Number Total Exp of Mileage
    Number Total Exp of Daily Expenses
    Number Total of Mileage
    Number Incidentals Eligibility Per Day
    Number Total Incidentals of the tour
    Number Total Expenses of the Tour
    Number Exceeded Amount
    Pick List Approval
    Text Remarks (If Any)
  4. Under the Properties section, uncheck the Required Field option for the following fields to make them optional when submitting the form.
    • Total of Food & Hotel Expenses (Including Tax)
    • Total of Travel Expenses
    • Total of Other Expenses
    • Total Daily Expenses
    • Total Exp of Mileage
    • Total Exp of Daily Expenses
    • Total of Mileage
    • Incidentals Eligibility Per Day
    • Total Incidentals of the tour
    • Remarks (If Any)
  5. Click the Pick List field labeled as Grade, and select the Grades list from the List dropdown under the Properties dropdown.
  6. Click the Pick List field labeled as Approval, and select the Approve | Reject for Approvals list from the List dropdown under the Properties dropdown.
  7. Now click Publish and then click OK to make it available to the employees.
    Note: To know more about all the publishing options, refer to Publishing Options.

Create Form - L2 Review

The L2 Review form is used by the second level reviewers of the travel expense request to capture their notes and approve the travel expense requests. To create this form, follow the steps below:

  1. Go to App Builder > Forms > Create Form > Create On My Own.
  2. In the Title field, enter the title as L2 Review.
  3. Drag and drop the following data types onto the field canvas and label them as shown below.
    Data TypeLabel
    Employee Employee
    Text P No.
    Text Head Quarters
    Text Circle
    Pick List Grade
    Date From Date
    Date To Date
    Number Cost Centre Code
    Number Total of Food & Hotel Expenses (Including Tax)
    Number Total of Travel Expenses
    Number Total Incidentals of the tour
    Number Total Expenses of the Tour
    Number Excess Amount
    Pick List Approval
    Text Remarks (If Any)
  4. Click the Pick List field labeled as Grade, and select the Grades list from the List dropdown under the Properties dropdown.
  5. Click the Pick List field labeled as Approval, and select the Approve | Reject for Approvals list from the List dropdown under the Properties dropdown.
  6. Now click Publish and then click OK to make it available to the employees.
    Note: To know more about all the publishing options, refer to Publishing Options.

Create Form - Emp GRP 2 - TE

The Emp GRP 2 - TE form is used to capture their notes and approve the travel expense requests. To create this form, follow the steps below:

  1. Go to App Builder > Forms > Create Form > Create On My Own.
  2. In the Title field, enter the title as Emp GRP 2 - TE.
  3. Drag and drop the following data types onto the field canvas and label them as shown below.
    Data TypeLabel
    Employee Employee
    Text P No.
    Text Head Quarters
    Text Circle
    Pick List Grade
    Number Cost Centre Code
    Repeatable Section Hotel (or) CTE
    Number Total of Food & Hotel Expenses (Including Tax)
    Number Total of Food & Hotel Expenses (Excluding Tax)
    Repeatable Section Travel Expenses
    Number Total Amount for (Air (or) Train (or) Bus)
    Number Total Amount for (Taxi Fare)
    Number Total Amount for (Auto Fare)
    Number Total of Travel Expenses
    Repeatable Section Other Expenses
    Number Total of Other Expenses
    Repeatable Section Daily Allowances
    Number Total of Daily Expenses
    Repeatable Section Daily Allowances | Mileage
    Number Total Exp of Mileage
    Number Total Exp of Daily Expenses
    Repeatable Section Mileage
    Number Total of Mileage
    Number Total of Daily Allowances (M, L & NM)
    Number Incidentals Eligibility Per Day
    Number Total Incidentals of the tour
    Number Expenses Amount
    Number Expenses of the CTE
    Number Total Tax Amount
    Number Exceeded Amount
    Number Total Expenses of the Tour
    Number Total Expenses of the Tour by Excluding Tax
    Yes/No Original Documents Received
    Yes/No Document Posted
    Remarks (If Any) Remarks (If Any)
  4. Under the Properties section, uncheck the Required Field option for the following fields to make them optional when submitting the form.
    • Total of Daily Expenses
    • Total Exp of Mileage
    • Total of Mileage
    • Remarks (If Any)
  5. For the Grade field, select Grades from the List dropdown under the Properties section.
  6. Click the Repeatable Section field labeled as Hotel (or) CTE and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 50.
    2. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Pick List Nature of Expense (Please select Hotel & Food Exp | CTE | Food Exp | Guest House)
      Dropdown Metro | Non Metro
      Date From Date
      Date To Date
      Number GL Code
      Datespan No. of Days
      Pick List No. of Days 1
      Text Hotel Name
      Text Town (or) City
      Text Bill No.
      Pick List State
      Text Hotel GSTIN
      Number HSN Code (or) SAC Code
      Text Company GSTIN
      Number Hotel Metro Eligibility (Per Day)
      Number Hotel Non Metro Eligibility (Per Day)
      Number CTE Metro Eligibility (Per Day)
      Number CTE Non Metro Eligibility (Per Day)
      Number Amount (Excluding Tax)
      Number Tax Amount
      Number Food Amount (Including Tax)
      Number Amount (Including Tax)
      Number Total (Including Tax)
      Text Remarks
      Pick List Image | Document | Both
      Image Bill Image
      Multi Document Attachments
      Number Overall Eligibility Hotel Metro
      Number Overall Eligibility Non Hotel Metro
      Number Overall Eligibility CTE Metro
      Number Overall Eligibility CTE Non Metro
    3. Under the Properties section, uncheck the Required Field option for the following fields to make them optional when submitting the form.
      • Company GSTIN
      • Hotel Metro Eligibility (Per Day)
      • CTE Metro Eligibility (Per Day)
    4. For the Nature of Expense field, select Expense Code from the List dropdown.
    5. For the Metro | Non Metro field, add the following values in the Add Values field.
      • Metro
      • Non Metro
    6. For the No. of Days field, make it as computed field and configure as shown below.
      This formula helps you to calculate the duration between the From Date and To Date. The timespan between the two fields will be automatically populated in the field.
    7. For the No. of Days 1 field, select Travel Exp No. of Days from the List dropdown.
    8. For the State field, select States TE from the List dropdown.
    9. Click Define Conditions, click Add Criteria under the Field Dependency Based on Values in Other Fields section, define the condition as shown below, and then click OK.

      According to this configuration, the options in the list are filtered, and the number of days is populated automatically.

    10. For the Image | Document | Both field, select TE - Image | Doc from the List dropdown.
  7. Click the Repeatable Section field labeled as Travel Expenses and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 50.
    2. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Date Date
      Pick List Travel Expenses (Please select any one them Air, Bus, Train or Taxi or Auto)
      Number GL Code
      Text Travel To
      Dropdown Mode of Travel
      Text Purpose
      Number Amount (Air (or) Train (or) Bus)
      Number Amount (Taxi Fare)
      Number Amount (Auto Fare)
      Number Kilometers
      Pick List Image | Document | Both T
      Image Image
      Multi Document Attachments
    3. For the Travel Expenses field, select Travel Code from the List dropdown.
    4. For the Mode of Travel field, add the following values in the Add Values field.
      • Air/Train/Bus
      • Own
    5. For the Image | Document | Both field, select TE - Image | Doc from the List dropdown.
  8. Click the Repeatable Section field labeled as Other Expenses and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 50.
    2. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Date Date
      Pick List Other Expenses (Pick one from Stationary or Courier Expenses)
      Number GL Code
      Text Description
      Number Amount
      Pick List Image | Document | Both O
      Image Image
      Multi Document Attachments
    3. For the Other Expenses field, select Travel Code from the List dropdown.
    4. For the Image | Document | Both field, select TE - Image | Doc from the List dropdown.
  9. Click the Repeatable Section field labeled as Daily Allowances and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 100.
    2. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Date From Date
      Date To Date
      Pick List Daily Allowances
      Datespan No. of Days
      Pick List No. of Days
      Number Amount
      Text Market Name
      `
    3. For the Nature of Expense field, select Travel Expanses Daily Allowances from the List dropdown.
    4. For the No. of Days field, make it as computed field and configure as shown below.
      This formula helps you to calculate the duration between the From Date and To Date. The timespan between the two fields will be automatically populated in the field.
    5. For the No. of Days field, select Travel Exp No. of Days from the List dropdown.
  10. Click the Repeatable Section field labeled as Daily Allowances | Mileage and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 100.
    2. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Date From Date
      Date To Date
      Pick List Exp Description
      Datespan No. of Days L
      Number KMs
      Pick List No. of Days l
      Number Amount
      Number Amount for KMs
      Text Place of Travel
      `
    3. For the Exp Description field, select Travel Expanses Daily Allowances Leaf from the List dropdown.
    4. For the No. of Days L field, make it as computed field and configure as shown below.
      This formula helps you to calculate the duration between the From Date and To Date. The timespan between the two fields will be automatically populated in the field.
    5. For the No. of Days L field, select Travel Exp No. of Days from the List dropdown.
  11. Click the Repeatable Section field labeled as Daily Allowances NM and do the following.
    1. Under the Properties section, configure the Minimum Entries to 0 and Maximum Entries to 50.
    2. Drag and drop the following data types onto the field canvas. Then, appropriately label them as shown below.
      Data Type Label
      Pick List Daily Allowances
      Date From Date
      Date To Date
      Datespan No. of Days NM
      Pick List No. of Days NM
      Number Amount
    3. For the Daily Allowances field, select Non Marketing Daily Allowance (TE) from the List dropdown.
    4. For the No. of Days field, make it as computed field, and configure as shown below.
      This formula helps you to calculate the duration between the From Date and To Date. The timespan between the two fields will be automatically populated in the field.
    5. For the No. of Days NM field, select Travel Exp No. of Days from the List dropdown.
  12. Now click Publish and then click OK to make it available to the employees.
    Note: To know more about all the publishing options, refer to Publishing Options.

Creation and Configuration of Processes

Creation and Configuration of Capital Expenditure Approvals

The Capex Approvals workflow requires configuration to effectively manage the activities associated with the process. These activities include initiating the capital expenditure request, approval by the immediate manager, approval by the L1 manager, L2 manager, and so on.

In this section, we will configure the process activities, outline the sequence of execution, specify the necessary information for creating work items, and other aspects. To know more about work processes, refer to Work Processes.

Create Capex Approvals Process

In this section, we will create the activities associated with the capital expenditure approval process.

  1. Go to App Builder > Processes > Activity Process > Create Process > Create On My Own.
  2. On the Create Activity Process screen, do the following:
    1. In the Work Process Name field, enter the title as Capex Approvals.
    2. Click Next.
  3. After entering the process name and clicking Next, you will proceed to the next tab, where you are required to configure the work fields. On this tab, click Next and then click OK. We will configure this section later.
  4. On the Manage Forms tab, click Next.
  5. Manage Activities: On this tab, we will define the activities that need to be executed for a request. To know more about activities, refer to Activities. To define the activities, follow these steps:
    1. Click Add Activity.
    2. Under the Activity Title column, enter the title as Initiator.
    3. For the Initiator activity, configure the WMS Capex- Initiator form under the Form Template column.
    4. Similarly, click the Add Activity button again and create the following activities, and then configure the forms given against the activities.
      Activity Name Form Template
      Immediate Manager Capex - PA
      L1 L1
      L2 L2
      L3 L3
      L4 L4
      L5 L5
      Finance Controller Static
      Static 2 Static 2
      Static 3 Static 3
      Static 4 Static 4
    5. Once you define all the activities, click Next.
  6. On the Clone Fields Data tab, click Next.
  7. On the Manage Flow tab, you can see the default flow created automatically. Click Next to move to the next screen. We will configure this later.
  8. On the Define Auto Allocation tab, click Skip. We will configure this later.
  9. On the Manage Restrictions tab, click Next.
  10. On the Other Settings tab, click Complete. We will configure this later.
  11. As you can see, we've ignored some configurations as those are complex and time-consuming. Refer to the next sections for detailed steps to configure the flow, fields, work settings, and so on.
Configure Work Fields

In this section, we will configure the work fields that are required for capturing the information necessary to execute the process. You will find some default fields that are pre-configured. However, these defaults are insufficient for capturing the necessary information. To address this, we must add and configure custom fields. To know more about work fields, refer to Work Fields.

Follow the steps below to create work fields.

  1. On the process page, click Manage Fields. Alternatively, go to App Builder > Processes > Activity Process > Capex Approvals > Manage Fields.
  2. To begin, deactivate all default fields by clicking on the green checkboxes, as demonstrated below.
  3. Click Add Field and then do the following:
    1. Under the Field Label column, enter Requisition No..
    2. Change Data Type to AutoGenerate.
  4. Similarly, click the Add Field button and configure the fields as described in the following table.
    Field Configuration
    Date
    Make this field as Default. The field configuration is shown below:
    Work Start
    Configure the field as shown below:
    Work Ends
    Configure the field as shown below:
    Approval Level
    Change the Data Type to Dropdown and add the following values:
    • Single Applicant
    • Two Applicants
    • Three Applicants
    • Four Applicants
    • Five Applicants
    • Six Applicants


    Configure the field as shown below:
    • Two Applicants
    • Three Applicants
    • Four Applicants
    • Five Applicants
    • Six Applicants
    Configure the field as shown below:
    Applicant
    Configure the field as shown below:

    Click on the grey box, click Filled By and then click Done.
    Description
    Configure the field as shown below:
    Filled By
    Configure the field as shown below:

    Click on the grey box, click Three Applicants_Filled By and then click Done.
  5. Once you configure all the fields, click Save.
Configure Work Flow

In this section, we will define the workflow, which outlines the sequence of activities defined earlier. This process includes specifying the start activity, end activity, subsequent activities, and more. To know more about the Flow, refer to the Manage Flow documentation.

Follow the instructions below to configure the flow:

  1. On the process page, click Manage Flow. Alternatively, go to App Builder > Processes > Activity Process > Capex Approvals > Manage Flow.
  2. For the Initiator activity, do the following:
    1. Make sure that the Initiator activity as Start Activity as shown below.

      When you make an activity as the start activity, it means that the initiator has to do this activity first.

    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Immediate Manager
      • L1


      According to this configuration, the capital expenditure request will be assigned to the immediate managers or Level 1 approver once the request has been initiated.

    4. Click Save.
  3. For the Immediate Manager activity, do the following:
    1. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.

      According to this configuration, this action will be automatically assigned to the immediate manager of the travel expense request initiator, and it also enables the sharing of activity details. The data in the current activity can be viewed by the initiator and other approvers.

    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Initiator
      • L1
      • Finance Controller


    4. Click Create Rule against the L1 activity to define the conditions to execute this activity after completing the Immediate Manager.
    5. Enter the Rule Name as Approve, click Add Criteria, define the configuration as shown below, and then click Save.

      According to this configuration, the request will be assigned to the L2 approver if the expense request is approved by the immediate manager of the initiator.

    6. Similarly, click Create Rule against the Initiator activity to define the configuration as shown below.

      According to this configuration, the request will be assigned to the initiator again if the expense request is rejected by the immediate manager of the initiator.

    7. Similarly, click Create Rule against the Finance Controller activity to define the configuration as shown below.
  4. For the L1 activity, do the following:
    1. Under the Activity Execution Dependencies column, click Set Activity Condition(s), and then configure as shown below in the pop-up window.

      According to this configuration, this action will only be executed if the request has two or more applicants.

    2. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.

      According to this configuration, this action will be automatically assigned to the two employees.

    3. Under the Next Activity column, click the pencil icon.
    4. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Initiator
      • L2
      • Finance Controller


    5. Click Create Rule against the L2 activity to define the configuration as shown below.
    6. Now click Create Rule against the Finance Controller activity to define the configuration as shown below.
    7. Now click Create Rule against the Initiator activity to define the configuration as shown below.
  5. For the L2 activity, do the following:
    1. Under the Activity Execution Dependencies column, click Set Activity Condition(s), and then configure as shown below in the pop-up window.

      According to this configuration, this action will only be executed if the request has three or more applicants.

    2. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    3. Under the Next Activity column, click the pencil icon.
    4. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Initiator
      • L3
      • Finance Controller


    5. Click Create Rule against the L3 activity to define the configuration as shown below.
    6. Now click Create Rule against the Finance Controller activity to define the configuration as shown below.
    7. Now click Create Rule against the Initiator activity to define the configuration as shown below.
  6. For the L3 activity, do the following:
    1. Under the Activity Execution Dependencies column, click Set Activity Condition(s), and then configure as shown below in the pop-up window.

      According to this configuration, this action will only be executed if the request has three or more applicants.

    2. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    3. Under the Next Activity column, click the pencil icon.
    4. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Initiator
      • L4
      • Finance Controller


    5. Click Create Rule against the L4 activity and define the configuration as shown below.
    6. Now click Create Rule against the Finance Controller activity to define the configuration as shown below.
    7. Now click Create Rule against the Initiator activity to define the configuration as shown below.
  7. For the L4 activity, do the following:
    1. Under the Activity Execution Dependencies column, click Set Activity Condition(s), and then configure as shown below in the pop-up window.

      According to this configuration, this action will only be executed if the request has four or more applicants.

    2. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    3. Under the Next Activity column, click the pencil icon.
    4. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Initiator
      • L5
      • Finance Controller


    5. Click Create Rule against the L5 activity and define the configuration as shown below.
    6. Now click Create Rule against the Finance Controller activity to define the configuration as shown below.
    7. Now click Create Rule against the Initiator activity to define the configuration as shown below.
  8. For the L5 activity, do the following:
    1. Under the Activity Execution Dependencies column, click Set Activity Condition(s), and then configure as shown below in the pop-up window.
    2. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    3. Under the Next Activity column, click the pencil icon.
    4. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Initiator
      • Finance Controller


    5. Now click Create Rule against the Finance Controller activity to define the configuration as shown below.
    6. Now click Create Rule against the Initiator activity to define the configuration as shown below.
  9. For the Finance Controller activity, do the following:
    1. Under the Activity Execution Dependencies column, click Set Activity Condition(s), and then configure as shown below in the pop-up window.
    2. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.

      According to this configuration, this activity will be automatically assigned to the employees in the Finance Controller employee group.

    3. Under the Next Activity column, click the pencil icon.
    4. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Initiator
      • Static 2
      • Static 3


    5. Now click Create Rule against the Initiator activity to define the configuration as shown below.
    6. Now click Create Rule against the Static 2 activity to define the configuration as shown below.
    7. Now click Create Rule against the Static 3 activity to define the configuration as shown below.
  10. For the Static 2 activity, do the following:
    1. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.

      According to this configuration, this activity will be automatically assigned to the manager of the initiator's immediate manager.

    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Initiator
      • Static 3


    4. Now click Create Rule against the Initiator activity to define the configuration as shown below.
    5. Now click Create Rule against the Static 3 activity to define the configuration as shown below.
  11. For the Static 3 activity, do the following:
    1. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Initiator
      • Static 4


    4. Now click Create Rule against the Initiator activity to define the configuration as shown below.
    5. Now click Create Rule against the Static 4 activity to define the configuration as shown below.
  12. For the Static 4 activity, do the following:
    1. Under the Conditional End Activity Rules column, click Define Rule(s), and then configure as shown below in the pop-up window.

      According to this configuration, the capital expenditure request approval process will be completed once the request has received approval from the managing director (MD).

    2. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    3. Under the Next Activity column, click the pencil icon.
    4. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Initiator


    5. Now click Create Rule against the Initiator activity to define the configuration as shown below.
  13. Click Save Process Flow.
Configure Auto Fill

In this section, we will define the auto fill configuration that allows data copy from one activity to another activity. To know more about auto fill, refer to Auto Fill.

Follow the steps below to configure auto fill.

  1. On the process page, click Manage Fields. Alternatively, go to App Builder > Processes > Activity Process > Capex Approvals > Auto Fill Activity Forms.
  2. Under the Activities Autofill from Normal Fields column, click the auto form fill icon against the Initiator activity, and do the following.
    1. On the pop-up window, select the Enable Form Submission Auto fill from Work/Form Submission checkbox to enable data sharing from work/form fields to form fields.
    2. Configure the fields as mentioned in the following table.

      Form Submission Fields

      Source from

      Copy from field

      Change value?

      Requisition No.

      		 Capex Approvals Requisition No. No

      Date

      		 Capex Approvals

      Date

      		 No

      Capex Description

      		 Immediate Manager Capex Description Yes

      Capex Amount (In Lakhs)

      		 Immediate Manager Capex Amount (In Lakhs) Yes

      Competitive Quotations (If Any)

      		 Immediate Manager

      Competitive Quotations (If Any)

      		 Yes

      Counter party recommended & Reasons

      		 Immediate Manager

      Counter party recommended & Reasons

      		 Yes

      Terms of Payment

      		 Immediate Manager

      Terms of Payment

      		 Yes

      Escalation Clause

      		 Immediate Manager

      Escalation Clause

      		 Yes

      Present value of Cash Flow

      		 Immediate Manager

      Present value of Cash Flow

      		 Yes

      Performance Guarantees (If any)

      		 Immediate Manager

      Performance Guarantees (If any)

      		 Yes

      Net present value

      		 Immediate Manager

      Net present value

      		 Yes

      Internal Rate of Return

      		 Immediate Manager

      Internal Rate of Return

      		 Yes

      Pay back Period

      		 Immediate Manager

      Pay back Period

      		 Yes

      Department

      		 Immediate Manager

      Pay back Period

      		 Yes

      Applicant

      		 Capex Approvals

      Applicant

      		 No

      Responsibility

      		 Immediate Manager

      Responsibility

      		 Yes

      Work Begins

      		 Capex Approvals

      Work Begins

      		 No

      Work Ends

      		 Capex Approvals

      Work Ends

      		 No

      Budgetary Sanction details To be confirmed by Finance

      		 Immediate Manager

      Budgetary Sanction details To be confirmed by Finance

      		 Yes

      Asset Number

      		 Immediate Manager

      Asset Number

      		 Yes

      Market value if any (Quotations to be enclosed)

      		 Immediate Manager

      Market value if any (Quotations to be enclosed)

      		 Yes

      Book Value

      		 Immediate Manager

      Book Value

      		 Yes

      Justification Note

      		 Immediate Manager

      Justification Note

      		 Yes

      1. Comparative Statement

      		 Immediate Manager

      1. Comparative Statement

      		 Yes

      2. Quotations

      		 Immediate Manager

      2. Quotations

      		 Yes

      3. Workings

      		 Immediate Manager

      3. Workings

      		 Yes
    3. Once you complete, click Save or Update.
  3. Under the Activities Autofill from Normal Fields column, click the auto form fill icon against the Immediate Manager, L1, Finance Controller, Static 2, Static 3, and Static 4 activities, and do the following.
    1. On the pop-up window, select the Enable Form Submission Auto fill from Work/Form Submission checkbox to enable data sharing from work/form fields to form fields.
    2. Configure the fields as mentioned in the following table.

      Form Submission Fields

      Source from

      Copy from field

      Change value?

      Requisition No.

      		 Initiator Requisition No. No

      Date

      		 Initiator

      Date

      		 No

      Capex Description

      		 Initiator Capex Description No

      Capex Amount (In Lakhs)

      		 Initiator Capex Amount (In Lakhs) No

      Competitive Quotations (If Any)

      		 Initiator

      Competitive Quotations (If Any)

      		 No

      Counter party recommended & Reasons

      		 Initiator

      Counter party recommended & Reasons

      		 No

      Terms of Payment

      		 Initiator

      Terms of Payment

      		 No

      Escalation Clause

      		 Initiator

      Escalation Clause

      		 No

      Present value of Cash Flow

      		 Initiator

      Present value of Cash Flow

      		 No

      Performance Guarantees (If any)

      		 Initiator

      Performance Guarantees (If any)

      		 No

      Net present value

      		 Initiator

      Net present value

      		 No

      Internal Rate of Return

      		 Initiator

      Internal Rate of Return

      		 No

      Pay back Period

      		 Initiator

      Pay back Period

      		 No

      Department

      		 Initiator

      Pay back Period

      		 No

      Applicant

      		 Initiator

      Applicant

      		 No

      Responsibility

      		 Initiator

      Responsibility

      		 No

      Work Begins

      		 Initiator

      Work Begins

      		 No

      Work Ends

      		 Initiator

      Work Ends

      		 No

      Budgetary Sanction details To be confirmed by Finance

      		 Initiator

      Budgetary Sanction details To be confirmed by Finance

      		 No

      Asset Number

      		 Initiator

      Asset Number

      		 No

      Market value if any (Quotations to be enclosed)

      		 Initiator

      Market value if any (Quotations to be enclosed)

      		 No

      Book Value

      		 Initiator

      Book Value

      		 No

      Justification Note

      		 Initiator

      Justification Note

      		 No

      1. Comparative Statement

      		 Initiator

      1. Comparative Statement

      		 No

      2. Quotations

      		 Initiator

      2. Quotations

      		 No

      3. Workings

      		 Initiator

      3. Workings

      		 No
    3. Once you complete, click Save or Update.
  4. Under the Activities Autofill from Normal Fields column, click the auto form fill icon against the L2, L3, L4, and L5 activities, and do the following.
    1. On the pop-up window, select the Enable Form Submission Auto fill from Work/Form Submission checkbox to enable data sharing from work/form fields to form fields.
    2. Configure the fields as mentioned in the following table.

      Form Submission Fields

      Source from

      Copy from field

      Change value?

      Requisition No.

      		 Initiator Requisition No. No

      Date

      		 Initiator

      Date

      		 No

      Capex Description

      		 Initiator Capex Description No

      Capex Amount (In Lakhs)

      		 Initiator Capex Amount (In Lakhs) No

      Competitive Quotations (If Any)

      		 Initiator

      Competitive Quotations (If Any)

      		 No

      Counter party recommended & Reasons

      		 Initiator

      Counter party recommended & Reasons

      		 No

      Terms of Payment

      		 Initiator

      Terms of Payment

      		 No

      Escalation Clause

      		 Initiator

      Escalation Clause

      		 No

      Present value of Cash Flow

      		 Initiator

      Present value of Cash Flow

      		 No

      Performance Guarantees (If any)

      		 Initiator

      Performance Guarantees (If any)

      		 No

      Net present value

      		 Initiator

      Net present value

      		 No

      Internal Rate of Return

      		 Initiator

      Internal Rate of Return

      		 No

      Pay back Period

      		 Initiator

      Pay back Period

      		 No

      Department

      		 Initiator

      Pay back Period

      		 No

      Applicant

      		 Initiator

      Applicant

      		 No

      Responsibility

      		 Initiator

      Responsibility

      		 No

      Work Begins

      		 Initiator

      Work Begins

      		 No

      Work Ends

      		 Initiator

      Work Ends

      		 No

      Budgetary Sanction details To be confirmed by Finance

      		 Initiator

      Budgetary Sanction details To be confirmed by Finance

      		 No

      Asset Number

      		 Initiator

      Asset Number

      		 No

      Market value if any (Quotations to be enclosed)

      		 Initiator

      Market value if any (Quotations to be enclosed)

      		 No

      Book Value

      		 Initiator

      Book Value

      		 No

      Justification Note

      		 Initiator

      Justification Note

      		 No

      1. Comparative Statement

      		 Initiator

      1. Comparative Statement

      		 No

      2. Quotations

      		 Initiator

      2. Quotations

      		 No

      3. Workings

      		 Initiator

      3. Workings

      		 No
    3. Once you complete, click Save or Update.

Creation and Configuration of Leaf Approvals

The Leaf workflow requires configuration to effectively manage the activities associated with the process. These activities include initiating farmer advance requests, approval by the leaf accountant, approval by GM, VP, and so on.

In this section, we will configure the process activities, outline the sequence of execution, specify the necessary information for creating work items, and other aspects. To know more about work processes, refer to Work Processes.

Create Leaf Process

In this section, we will create the activities associated with the leaf approval process.

  1. Go to App Builder > Processes > Activity Process > Create Process > Create On My Own.
  2. On the Create Activity Process screen, do the following:
    1. In the Work Process Name field, enter the title as Leaf.
    2. Click Next.
  3. After entering the process name and clicking Next, you will proceed to the next tab, where you are required to configure the work fields. On this tab, click Next and then click OK. We will configure this section later.
  4. On the Manage Forms tab, click Next.
  5. Manage Activities: On this tab, we will define the activities that need to be executed for a request. To know more about activities, refer to Activities. To define the activities, follow these steps:
    1. Click Add Activity.
    2. Under the Activity Title column, enter the title as Initiator.
    3. For the Initiator activity, configure the Leaf (Farmer Advance) form under the Form Template column.
    4. Similarly, click the Add Activity button again and create the following activities, and then configure the forms given against the activities.
      Activity Name Form Template
      Leaf - Accountant Leaf Functional Accountant
      GM - Leaf Leaf Department Manager
      VP - Leaf Leaf VPL
      Manager Finance Leaf Manager Finance
      Finance Controller Leaf Finance Controller
      CFO Leaf CFO
      MD Leaf MD
    5. Once you define all the activities, click Next.
  6. On the Clone Fields Data tab, click Next.
  7. On the Manage Flow tab, you can see the default flow created automatically. Click Next to move to the next screen. We will configure this later.
  8. On the Define Auto Allocation tab, click Skip. We will configure this later.
  9. On the Manage Restrictions tab, click Next.
  10. On the Other Settings tab, click Complete. We will configure this later.
  11. As you can see, we've ignored some configurations as those are complex and time consuming. Refer to the next sections for detailed steps to configure the flow, fields, work settings, and so on.
Configure Work Fields

In this section, we will configure the work fields that are required for capturing the information necessary to execute the process. You will find some default fields that are pre-configured. However, these defaults are insufficient for capturing the necessary information. To address this, we must add and configure custom fields. To know more about work fields, refer to Work Fields.

Follow the steps below to create work fields.

  1. On the process page, click Manage Fields. Alternatively, go to App Builder > Processes > Activity Process > Leaf > Manage Fields.
  2. To begin, deactivate all default fields by clicking on the green checkboxes, as demonstrated below.
  3. Click Add Field and then do the following:
    1. Under the Field Label column, enter Requisition No..
    2. Change Data Type to AutoGenerate.
  4. Similarly, click the Add Field button and configure the fields as described in the following table.
    Field Configuration
    Date
    Make this field as Default. The field configuration is shown below:
    Department
    Configure the field as shown below:
    Description
    Configure the field as shown below:
  5. Once you configure all the fields, click Save.
Configure Work Flow

In this section, we will define the workflow, which outlines the sequence of activities defined earlier. This process includes specifying the start activity, end activity, subsequent activities, and more. To know more about the Flow, refer to the Manage Flow documentation.

Follow the instructions below to configure the flow:

  1. On the process page, click Manage Flow. Alternatively, go to App Builder > Processes > Activity Process > Leaf > Manage Flow.
  2. For the Initiator activity, do the following:
    1. Make sure that the Initiator activity as Start Activity as shown below.

      When you make an activity as the start activity, it means that the initiator has to do this activity first.

    2. Under the Next Activity column, click the pencil icon.
    3. Select the Leaf - Accountant activity and click the right arrow icon to move it to the Selected section.

      According to this configuration, the request will be assigned to the accountant of the leaf department once the request has been initiated.

    4. Click Save.
  3. For the Leaf - Accountant activity, do the following:
    1. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.

      According to this configuration, this action will be automatically assigned to the employees in the Leaf Accountant employee group, and it also enables sharing of activity details. The data in the current activity can be viewed by the initiator and other approvers.

    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • GM - Leaf
      • Initiator


    4. Click Create Rule against the GM - Leaf activity and define the conditions to execute this activity once the request has been approved by the leaf accountant.
    5. Similarly, click Create Rule against the Initiator activity and define the configuration as shown below.

      According to this configuration, the request will be assigned to the initiator again if the expense request is rejected by the leaf accountant.

  4. For the GM - Leaf activity, do the following:
    1. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • VP - Leaf
      • Initiator


    4. Click Create Rule against the VP - Leaf activity and define the conditions to execute this activity once the request has been approved by the GM - Leaf.
    5. Similarly, click Create Rule against the Initiator activity and define the configuration as shown below.

      According to this configuration, the request will be assigned to the initiator again if the expense request is rejected by the Leaf - GM.

  5. For the VP - Leaf activity, do the following:
    1. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Manager Finance
      • GM - Leaf
      • Leaf - Accountant
      • Initiator


    4. Click Create Rule against the Manager Finance activity and define the configuration as shown below.
    5. Click Create Rule against the GM - Leaf activity and define the configuration as shown below.
    6. Click Create Rule against the Leaf - Accountant activity and define the configuration as shown below.
    7. Similarly, click Create Rule against the Initiator activity and define the configuration as shown below.
  6. For the Manager Finance activity, do the following:
    1. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Finance Controller
      • Leaf - Accountant
      • GM - Leaf
      • VP - Leaf
      • Initiator


    4. Click Create Rule against the Finance Controller activity and define the configuration as shown below.
    5. Click Create Rule against the GM - Leaf activity and define the configuration as shown below.
    6. Click Create Rule against the VP - Leaf activity and define the configuration as shown below.
    7. Click Create Rule against the Leaf - Accountant activity and define the configuration as shown below.
    8. Similarly, click Create Rule against the Initiator activity and define the configuration as shown below.
  7. For the Finance Controller activity, do the following:
    1. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • CFO
      • Leaf - Accountant
      • Manager Finance
      • GM - Leaf
      • VP - Leaf
      • Initiator


    4. Click Create Rule against the CFO activity and define the configuration as shown below.
    5. Click Create Rule against the GM - Leaf activity and define the configuration as shown below.
    6. Click Create Rule against the VP - Leaf activity and define the configuration as shown below.
    7. Click Create Rule against the Leaf - Accountant activity and define the configuration as shown below.
    8. Click Create Rule against the Manager Finance activity and define the configuration as shown below.
    9. Similarly, click Create Rule against the Initiator activity and define the configuration as shown below.
  8. For the CFO activity, do the following:
    1. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • MD
      • Leaf - Accountant
      • Manager Finance
      • Finance Controller
      • GM - Leaf
      • VP - Leaf
      • Initiator


    4. Click Create Rule against the MD activity and define the configuration as shown below.
    5. Click Create Rule against the Finance Controller activity and define the configuration as shown below.
    6. Click Create Rule against the GM - Leaf activity and define the configuration as shown below.
    7. Click Create Rule against the VP - Leaf activity and define the configuration as shown below.
    8. Click Create Rule against the Leaf - Accountant activity and define the configuration as shown below.
    9. Click Create Rule against the Manager Finance activity and define the configuration as shown below.
    10. Similarly, click Create Rule against the Initiator activity and define the configuration as shown below.
  9. For the MD activity, do the following:
    1. Under the Conditional End Activity Rules column, click Define Rule(s), and then configure as shown below in the pop-up window.

      According to this configuration, the leaf approval process will be completed once the request has been approved by the managing director (MD).

    2. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    3. Under the Next Activity column, click the pencil icon.
    4. Select the following activities and click the right arrow icon to move them to the Selected section.
      • CFO
      • Leaf - Accountant
      • Manager Finance
      • Finance Controller
      • GM - Leaf
      • VP - Leaf
      • Initiator


    5. Click Create Rule against the CFO activity and define the configuration as shown below.
    6. Click Create Rule against the Finance Controller activity and define the configuration as shown below.
    7. Click Create Rule against the GM - Leaf activity and define the configuration as shown below.
    8. Click Create Rule against the VP - Leaf activity and define the configuration as shown below.
    9. Click Create Rule against the Leaf - Accountant activity and define the configuration as shown below.
    10. Click Create Rule against the Manager Finance activity and define the configuration as shown below.
    11. Similarly, click Create Rule against the Initiator activity and define the configuration as shown below.
  10. Click Save Process Flow.
Configure Auto Fill

In this section, we will define the auto fill configuration that allows data copy from one activity to another activity. To know more about auto fill, refer to Auto Fill.

Follow the steps below to configure auto fill.

  1. On the process page, click Manage Fields. Alternatively, go to App Builder > Processes > Activity Process > Leaf > Auto Fill Activity Forms.
  2. For the Initiator activity, do the following:
    1. Under the Activities Autofill from Normal Fields column, click the auto form fill icon.
    2. On the pop-up window, select the Enable Form Submission Auto fill from Work/Form Submission checkbox to enable data sharing from work/form fields to form fields.
    3. Configure the fields as mentioned in the following table.

      Form Submission Fields

      Source from

      Copy from field

      Change value?

      Requisition No.

      		 Leaf

      Requisition No.

      		 No

      Date

      		 Leaf

      Date

      		 Yes

      Department

      		 Leaf

      Department

      		 Yes

      Nature of Sanction

      		 Leaf - Accountant

      Nature of Sanction

      		 Yes

      Description

      		 Leaf

      Description

      		 Yes

      Effective Date

      		 Leaf - Accountant

      Effective Date

      		 Yes

      Previous Increase Dt

      		 Leaf - Accountant

      Previous Increase Dt

      		 Yes

      Impact in current year (In Lakhs)

      		 Leaf - Accountant

      Impact in current year (In Lakhs)

      		 Yes

      Justification & Content

      		 Leaf - Accountant

      Justification & Content

      		 Yes


    4. Once you complete, click Save or Update.
    5. Under the Activities Autofill from Section Fields column, click the auto form fill icon.
    6. On the pop-up window, select the Enable Section to Section Auto Fill. checkbox to enable data sharing from work/form section fields to form section fields, and then click Add Configuration.
    7. Configure the fields as shown below.
    8. Click Save or Update.
  3. For the Leaf - Accountant activity, do the following:
    1. Under the Activities Autofill from Normal Fields column, click the auto form fill icon.
    2. On the pop-up window, select the Enable Form Submission Auto fill from Work/Form Submission checkbox to enable data sharing from work/form fields to form fields.
    3. Configure the fields as mentioned in the following table.

      Form Submission Fields

      Source from

      Copy from field

      Change value?

      Requisition No.

      		 Leaf

      Requisition No.

      		 No

      Date

      		 Leaf

      Date

      		 No

      Department

      		 Leaf

      Department

      		 No

      Nature of Sanction

      		 Initiator

      Nature of Sanction

      		 No

      Description

      		 Leaf

      Description

      		 No

      Effective Date

      		 Initiator

      Effective Date

      		 No

      Previous Increase Dt

      		 Initiator

      Previous Increase Dt

      		 No

      Impact in current year (In Lakhs)

      		 Initiator

      Impact in current year (In Lakhs)

      		 No

      Justification & Content

      		 Initiator

      Justification & Content

      		 No


    4. Once you complete, click Save or Update.
    5. Under the Activities Autofill from Section Fields column, click the auto form fill icon.
    6. On the pop-up window, select the Enable Section to Section Auto Fill. checkbox to enable data sharing from work/form section fields to form section fields, and then click Add Configuration.
    7. Configure the fields as shown below.
    8. Click Save or Update.
  4. For the GM - Leaf, VP - Leaf, Manager Finance, Finance Controller, CFO, and MD activities, do the following:
    1. Under the Activities Autofill from Normal Fields column, click the auto form fill icon.
    2. On the pop-up window, select the Enable Form Submission Auto fill from Work/Form Submission checkbox to enable data sharing from work/form fields to form fields.
    3. Configure the fields as mentioned in the following table.

      Form Submission Fields

      Source from

      Copy from field

      Change value?

      Requisition No.

      		 Initiator

      Requisition No.

      		 No

      Date

      		 Initiator

      Date

      		 No

      Department

      		 Initiator

      Department

      		 No

      Nature of Sanction

      		 Initiator

      Nature of Sanction

      		 No

      Description

      		 Initiator

      Description

      		 No

      Effective Date

      		 Initiator

      Effective Date

      		 No

      Previous Increase Dt

      		 Initiator

      Previous Increase Dt

      		 No

      Impact in current year (In Lakhs)

      		 Initiator

      Impact in current year (In Lakhs)

      		 No

      Justification & Content

      		 Initiator

      Justification & Content

      		 No
    4. Once you complete, click Save or Update.
    5. Under the Activities Autofill from Section Fields column, click the auto form fill icon.
    6. On the pop-up window, select the Enable Section to Section Auto Fill. checkbox to enable data sharing from work/form section fields to form section fields, and then click Add Configuration.
    7. Configure the fields as shown below.
    8. Click Save or Update.

Creation and Configuration of Travel Expense Approvals

The Travel Expense workflow requires configuration to effectively manage the activities associated with the process. These activities include initiating travel expense requests, approval by the reporting manager, L2 review, and so on.

In this section, we will configure the process activities, outline the sequence of execution, specify the necessary information for creating work items, and other aspects. To know more about work processes, refer to Work Processes.

Create Travel Expenses Process

In this section, we will create the activities associated with the travel expense approval process.

  1. Go to App Builder > Processes > Activity Process > Create Process > Create On My Own.
  2. On the Create Activity Process screen, do the following:
    1. In the Work Process Name field, enter the title as Travel Expenses.
    2. Click Next.
  3. After entering the process name and clicking Next, you will proceed to the next tab, where you are required to configure the work fields. On this tab, click Next and then click OK. We will configure this section later.
  4. On the Manage Forms tab, click Next.
  5. Manage Activities: On this tab, we will define the activities that need to be executed for a request. To know more about activities, refer to Activities. To define the activities, follow these steps:
    1. Click Add Activity.
    2. Under the Activity Title column, enter the title as Initiator.
    3. For the Initiator activity, configure the Travel Exp - Initiator form under the Form Template column.
    4. Similarly, click the Add Activity button again and create the following activities, and then configure the forms given against the activities.
      Activity Name Form Template
      Reporting Manager Review RM Review - TE
      L2 Review L2 Review
      Production Emp grp 2 - TE
      Leaf Emp grp 2 - TE
      Others Emp grp 2 - TE
      Marketing Emp grp 2 - TE
    5. Once you define all the activities, click Next.
  6. On the Clone Fields Data tab, click Next.
  7. On the Manage Flow tab, you can see the default flow created automatically. Click Next to move to the next screen. We will configure this later.
  8. On the Define Auto Allocation tab, click Skip. We will configure this later.
  9. On the Manage Restrictions tab, click Next.
  10. On the Other Settings tab, click Complete. We will configure this later.
  11. As you can see, we've ignored some configurations as those are complex and time consuming. Refer to the next sections for detailed steps to configure the flow, fields, work settings, and so on.
Configure Work Fields

In this section, we will configure the work fields that are required for capturing the information necessary to execute the process. You will find some default fields that are pre-configured. However, these defaults are insufficient for capturing the necessary information. To address this, we must add and configure custom fields. To know more about work fields, refer to Work Fields.

Follow the steps below to create work fields.

  1. On the process page, click Manage Fields. Alternatively, go to App Builder > Processes > Activity Process > Travel Expenses > Manage Fields.
  2. To begin, deactivate all default fields by clicking on the green checkboxes, as demonstrated below.
  3. Click Add Field and then do the following:
    1. Under the Field Label column, enter Start Date.
    2. Change Data Type to Date.
  4. Similarly, click the Add Field button and configure the fields as described in the following table.
    Field Configuration
    End Date
    Configure the field as shown below:
    Travel Days
    Make this field as Computed and then configure the field as shown below:

    Click the grey box below the computed field and then define the formula as shown below.
    Brief about the Travel
    Configure the field as shown below:
    Claim requested by
    Make this field as Computed and then configure the field as shown below:

    Click the grey box below the computed field and then define the formula as shown below.
    Department
    Make this field as Computed and then configure the field as shown below:

    Click the grey box below the computed field and then define the formula as shown below.
  5. Once you configure all the fields, click Save.
Configure Work Flow

In this section, we will define the workflow, which outlines the sequence of activities defined earlier. This process includes specifying the start activity, end activity, subsequent activities, and more. To know more about the Flow, refer to the Manage Flow documentation.

Follow the instructions below to configure the flow:

  1. On the process page, click Manage Flow. Alternatively, go to App Builder > Processes > Activity Process > Travel Expenses > Manage Flow.
  2. For the Initiator activity, do the following:
    1. Make sure that the Initiator activity as Start Activity as shown below.

      When you make an activity as the start activity, it means that the initiator has to do this activity first.

    2. Under the Next Activity column, click the pencil icon.
    3. Select the Reporting Manager Review activity and click the right arrow icon to move it to the Selected section.

      According to this configuration, the request will be assigned to the reporting manager of the initiator once the request has been initiated.

    4. Click Save.
  3. For the Reporting Manager Review activity, do the following:
    1. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.

      According to this configuration, this action will be automatically assigned to the initiator's reporting manager.

    2. Under the Next Activity column, click the pencil icon.
    3. Select the following activities and click the right arrow icon to move them to the Selected section.
      • L2 Review
      • Production
      • Leaf
      • Others
      • Marketing
      • Initiator


    4. Click Create Rule against the L2 Review activity and define the conditions to execute this activity.
      According to this condition, the request will be sent to the L2 approver if the exceeded amount is greater than 0.
    5. Click Create Rule against the Production activity and define the conditions to execute this activity.
    6. Click Create Rule against the Leaf activity and define the conditions to execute this activity.
    7. Click Create Rule against the Others activity and define the conditions to execute this activity.
    8. Click Create Rule against the Marketing activity and define the conditions to execute this activity.
    9. Click Create Rule against the Initiator activity and define the conditions to execute this activity.
  4. For the L2 Review activity, do the following:
    1. Under the Activity Execution Dependencies column, click Set Activity Condition(s), click Add Field Condition, and then configure as shown below.

      According to this configuration, this action will be executed only if the exceeded amount is greater than 0.

    2. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
    3. Under the Next Activity column, click the pencil icon.
    4. Select the following activities and click the right arrow icon to move them to the Selected section.
      • Production
      • Leaf
      • Others
      • Marketing
      • Initiator


    5. Click Create Rule against the Production activity and define the conditions to execute this activity.
    6. Click Create Rule against the Leaf activity and define the conditions to execute this activity.
    7. Click Create Rule against the Others activity and define the conditions to execute this activity.
    8. Click Create Rule against the Marketing activity and define the conditions to execute this activity.
    9. Click Create Rule against the Initiator activity and define the conditions to execute this activity.
  5. For the Production activity, do the following:
    1. Under the End Activity column, enable the checkbox to make it as end activity.
    2. Under the Activity Execution Dependencies column, click Set Activity Condition(s), click Add Field Condition, and then configure as shown below.

      According to this configuration, this action will be executed only if the request belongs to a particular department.

    3. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
  6. For the Leaf activity, do the following:
    1. Under the End Activity column, enable the checkbox to make it as end activity.
    2. Under the Activity Execution Dependencies column, click Set Activity Condition(s), click Add Field Condition, and then configure as shown below.

      According to this configuration, this action will be executed only if the request belongs to a particular department.

    3. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
  7. For the Others activity, do the following:
    1. Under the End Activity column, enable the checkbox to make it as end activity.
    2. Under the Activity Execution Dependencies column, click Set Activity Condition(s), click Add Field Condition, and then configure as shown below.

      According to this configuration, this action will be executed only if the request belongs to a particular department.

    3. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
  8. For the Marketing activity, do the following:
    1. Under the End Activity column, enable the checkbox to make it as end activity.
    2. Under the Activity Execution Dependencies column, click Set Activity Condition(s), click Add Field Condition, and then configure as shown below.

      According to this configuration, this action will be executed only if the request belongs to a particular department.

    3. Under the Allocation Rules column, click the bulb icon, and then configure as shown below in the pop-up window.
  9. Click Save Process Flow.
Configure Auto Fill

In this section, we will define the auto fill configuration that allows data copy from one activity to another activity. To know more about auto fill, refer to Auto Fill.

Follow the steps below to configure auto fill.

  1. On the process page, click Manage Fields. Alternatively, go to App Builder > Processes > Activity Process > Travel Expenses > Auto Fill Activity Forms.
  2. For the Initiator activity, do the following:
    1. Under the Activities Autofill from Normal Fields column, click the auto form fill icon.
    2. On the pop-up window, select the Enable Form Submission Auto fill from Work/Form Submission checkbox to enable data sharing from work/form fields to form fields and configure as shown below.
    3. Click Save or Update.
  3. For the Reporting Manager Review activity, do the following:
    1. Under the Activities Autofill from Normal Fields column, click the auto form fill icon.
    2. On the pop-up window, select the Enable Form Submission Auto fill from Work/Form Submission checkbox to enable data sharing from work/form fields to form fields and configure as shown below.

      Form Submission Fields

      Source from

      Copy from field

      Change value?

      Employee Name

      		 Travel Expenses

      Claim Requested By

      		 No

      P No.

      		 Initiator

      P No.

      		 No

      Head Quarters

      		 Initiator

      Head Quarters

      		 No

      Circle

      		 Initiator

      Circle

      		 No

      Grade

      		 Initiator

      Grade

      		 No

      From Date

      		 Travel Expenses

      Start Date

      		 No

      To Date

      		 Travel Expenses

      End Date

      		 No

      Cost Centre Code

      		 Initiator

      Cost Centre Code

      		 No

      Total of Food & Hotel Expenses (Including Tax)

      		 Initiator

      Total of Food & Hotel Expenses (Including Tax)

      		 No

      Total of Food & Hotel Expenses (Excluding Tax)

      		 Initiator

      Total of Food & Hotel Expenses (Excluding Tax)

      		 No

      Total of Travel Expenses

      		 Initiator

      Total of Travel Expenses

      		 No

      Total of Other Expenses

      		 Initiator

      Total of Other Expenses

      		 No

      Total Daily Expenses

      		 Initiator

      Total Daily Expenses

      		 No

      Total Exp of Mileage

      		 Initiator

      Total Exp of Mileage

      		 No

      Total Exp of Daily Expenses

      		 Initiator

      Total Exp of Daily Expenses

      		 No

      Total of Mileage

      		 Initiator

      Total of Mileage

      		 No

      Incidentals Eligibility Per Day

      		 Initiator

      Incidentals Eligibility Per Day

      		 No

      Total Incidentals of the tour

      		 Initiator

      Total Incidentals of the tour

      		 No

      Total Expenses of the Tour

      		 Initiator

      Total Expenses of the Tour

      		 No

      Exceeded Amount

      		 Initiator

      Exceeded Amount

      		 No
    3. Once you complete, click Save or Update.
  4. For the L2 Review activity, do the following:
    1. Under the Activities Autofill from Normal Fields column, click the auto form fill icon.
    2. On the pop-up window, select the Enable Form Submission Auto fill from Work/Form Submission checkbox to enable data sharing from work/form fields to form fields and configure as shown below.

      Form Submission Fields

      Source from

      Copy from field

      Change value?

      Employee

      		 Travel Expenses

      Claim Requested By

      		 No

      P No.

      		 Initiator

      P No.

      		 No

      Head Quarters

      		 Initiator

      Head Quarters

      		 No

      Circle

      		 Initiator

      Circle

      		 No

      Grade

      		 Initiator

      Grade

      		 No

      From Date

      		 Travel Expenses

      Start Date

      		 No

      To Date

      		 Travel Expenses

      End Date

      		 No

      Cost Centre Code

      		 Initiator

      Cost Centre Code

      		 No

      Total of Food & Hotel Expenses (Including Tax)

      		 Initiator

      Total of Food & Hotel Expenses (Including Tax)

      		 No

      Total of Food & Hotel Expenses (Excluding Tax)

      		 Initiator

      Total of Food & Hotel Expenses (Excluding Tax)

      		 No

      Total of Travel Expenses

      		 Initiator

      Total of Travel Expenses

      		 No

      Total Incidentals of the tour

      		 Initiator

      Total Incidentals of the tour

      		 No

      Total Expenses of the Tour

      		 Initiator

      Total Expenses of the Tour

      		 No

      Excess Amount

      		 Reporting Manager Review

      Exceeded Amount

      		 No
    3. Once you complete, click Save or Update.
  5. For the Production, Leaf, Other, and Marketing activities, do the following:
    1. Under the Activities Autofill from Normal Fields column, click the auto form fill icon.
    2. On the pop-up window, select the Enable Form Submission Auto fill from Work/Form Submission checkbox to enable data sharing from work/form fields to form fields and configure as shown below.

      Form Submission Fields

      Source from

      Copy from field

      Change value?

      Employee

      		 Travel Expenses

      Claim Requested By

      		 No

      P No.

      		 Initiator

      P No.

      		 No

      Head Quarters

      		 Initiator

      Head Quarters

      		 No

      Circle

      		 Initiator

      Circle

      		 No

      Grade

      		 Initiator

      Grade

      		 No

      Cost Centre Code

      		 Initiator

      Cost Centre Code

      		 No

      Total of Food & Hotel Expenses (Including Tax)

      		 Initiator

      Total of Food & Hotel Expenses (Including Tax)

      		 No

      Total of Food & Hotel Expenses (Excluding Tax)

      		 Initiator

      Total of Food & Hotel Expenses (Excluding Tax)

      		 No

      Total Amount for (Air (or) Train (or) Bus)

      		 Initiator

      Total Amount for (Air (or) Train (or) Bus)

      		 No

      Total Amount for (Taxi Fare)

      		 Initiator

      Total Amount for (Taxi Fare)

      		 No

      Total Amount for (Auto Fare)

      		 Initiator

      Total Amount for (Auto Fare)

      		 No

      Total of Travel Expenses

      		 Initiator

      Total of Travel Expenses

      		 No
    3. Click Save or Update.
    4. Under the Activities Autofill from Section Fields column, click the auto form fill icon.
    5. On the pop-up window, select the Enable Section to Section Auto Fill. checkbox to enable data sharing from work/form section fields to form section fields.
    6. Click Add Configuration and define the configuration and fields as shown below to enable auto copy from the Hotel (or) CTE section.

      Form Submission Fields

      Copy from field

      Change value?

      Nature of Expense (Please select Hotel & Food Exp | CTE | Food Exp | Guest House)

      Nature of Expense (Please select Hotel & Food Exp | CTE | Food Exp | Guest House)

      		 No

      Metro | Non Metro

      Metro | Non Metro

      		 No

      From Date

      From Date

      		 No

      To Date

      To Date

      		 No

      GL Code

      GL Code

      		 No

      No. of Days

      No. of Night Stay

      		 No

      No. of Days 1

      No. of Night Stay

      		 No

      Hotel Name

      Hotel Name

      		 No

      Town (or) City

      Town (or) City

      		 No

      Bill No.

      Bill No.

      		 No

      State

      State (Type two letters of the state name)

      		 No

      Hotel GSTIN

      Hotel GSTIN

      		 No

      HSN Code (or) SAC Code

      HSN Code (or) SAC Code

      		 No

      Company GSTIN

      Company GSTIN

      		 No

      Hotel Metro Eligibility (Per Day)

      Hotel Metro Eligibility (Per Day)

      		 No

      Hotel Non Metro Eligibility (Per Day)

      Hotel Non Metro Eligibility (Per Day)

      		 No

      CTE Metro Eligibility (Per Day)

      CTE Metro Eligibility (Per Day)

      		 No

      CTE Non Metro Eligibility (Per Day)

      CTE Non Metro Eligibility (Per Day)

      		 No

      Amount (Excluding Tax)

      Amount (Excluding Tax)

      		 No

      Tax Amount

      Tax Amount

      		 No

      Food Amount (Including Tax)

      Food Amount (Including Tax)

      		 No

      Amount (Including Tax)

      Amount (Including Tax)

      		 No

      Total (Including Tax)

      Total Exp (Including Tax)

      		 No

      Remarks

      Remarks

      		 No

      Image | Doc | Both

      Image | Document | Both

      		 No

      Bill Image

      		 Image Yes

      Attachments

      		 Attach Bills Yes

      Overall Eligibility Hotel Metro

      Overall Eligibility Hotel Metro

      		 No

      Overall Eligibility Non Hotel Metro

      Overall Eligibility Non Hotel Metro

      		 No

      Overall Eligibility CTE Metro

      Overall Eligibility CTE Metro

      		 No

      Overall Eligibility CTE Non Metro

      Overall Eligibility CTE Non Metro

      		 No
    7. Similarly, click the Add Configuration again and define the configurations as shown below to enable auto copy from Total Expenses section.

      Form Submission Fields

      Copy from field

      Change value?

      Date

      Date

      		 No

      Travel Expenses (Please select any one them Air, Bus, Train or Taxi or Auto)

      Travel Expenses (Please select any one them Air, Bus, Train or Taxi or Auto)

      		 No

      GL Code

      GL Code

      		 No

      Travel To

      Travel To

      		 No

      Mode of Travel

      Mode of Travel

      		 No

      Purpose

      Purpose

      		 No

      Amount (Air (or) Train (or) Bus)

      Amount (Air (or) Train (or) Bus)

      		 No

      Amount (Taxi Fare)

      Amount (Taxi Fare)

      		 No

      Amount (Auto Fare)

      Amount (Auto Fare)

      		 No

      Kilometers

      Kilometers

      		 No

      Image | Doc | Both

      Image | Document | Both TE

      		 No

      Image

      Image

      		 Yes

      Attachments

      Attachments

      		 Yes
    8. Similarly, click the Add Configuration again and define the configurations as shown below to enable auto copy from the Other Expenses section.

      Form Submission Fields

      Copy from field

      Change value?

      Date

      Date

      		 No

      Other Expenses (Pick one from Stationary or Courier Expenses)

      Other Expenses (Pick one from Stationary or Courier Expenses)

      		 No

      GL Code

      GL Code

      		 No

      Description

      Description

      		 No

      Amount

      Amount

      		 No

      Image | Doc | Both

      Image | Document | Both TE

      		 No

      Image

      Image

      		 Yes

      Attachments

      Attachments

      		 Yes
    9. Similarly, click the Add Configuration again and define the configurations as shown below to enable auto copy from the Daily Allowances section.

      Form Submission Fields

      Copy from field

      Change value?

      From Date

      From Date

      		 No

      To Date

      To Date

      		 No

      Daily Allowances

      Daily Allowances

      		 No

      No. of Days

      No. of Days

      		 No

      No. of Days

      No. of Days

      		 No

      Amount

      Amount

      		 No

      Market Name

      Market Name

      		 No
    10. Similarly, click the Add Configuration again and define the configurations as shown below to enable auto copy from the Daily Allowances | Mileage section.

      Form Submission Fields

      Copy from field

      Change value?

      From Date

      From Date

      		 No

      To Date

      To Date

      		 No

      Exp Description

      Exp Description

      		 No

      No. of Days L

      No. of Days

      		 No

      No. of Days L

      No. of Days

      		 No

      KMs

      KMs

      		 No

      Amount

      Amount

      		 No

      Amount of KMs

      Amount of KMs

      		 No

      Place of Travel

      Place of Travel

      		 No
    11. Similarly, click the Add Configuration again and define the configurations as shown below to enable auto copy from the Mileage section.

      Form Submission Fields

      Copy from field

      Change value?

      Daily Allowances

      		 Mileage No

      From Date

      From Date

      		 No

      To Date

      To Date

      		 No

      No. of Days NM

      		 No. of Days No

      No. of Days NM

      No. of Days

      		 No

      Amount

      Amount

      		 No
    12. Click Save or Update.

Execute Capital Expenditure Approval Process

In this section, we will show you how to execute the Capital Expenditure Approval Process in the Effort Platform. It provides the activities performed by the initiators and approvers, such as initiating approval requests, approving the request, and so on. Let's get started.

Initiate Capital Expenditure Request

The initiators can use either the Web App or Web Lite app to initiate approval requests. Follow the instructions below to create and initiate the capital expenditure approval flow in the Web App.

  1. Go to Web App > Capex Approvals > Add Work.
  2. Under the Basic Details section, fill in the required fields such as customer, date, work start, work ends, and so on.
  3. Select the approval flow as per your requirement.
  4. Optional: If you select two or more applicants from the Approval Level dropdown, select the other applicants from other fields.
  5. Click Save.
  6. After you click Save, you will see the process screen. Scroll down to the bottom of the page and click the eye icon against the newly created process.
  7. On the process details page, click Perform Initiator.
  8. Fill in the details and click Save.

Approve Capital Expenditure Request

Once the initiator's request is raised, it will be assigned to the approver. To complete the approval, the approver must follow the steps below:

  1. The approver can navigate from either the home page dashboard or the respective Capex process screen. To approve from the respective process page, go to Web App > Capex Approvals.
  2. Under the Actions column, click the eye icon against the required process.
  3. On the process details page, click Perform L1.
  4. As configured, the details will be populated automatically on the fields.
  5. The approver verifies the details and approves the request by selecting the Approved option from the Approval dropdown.
  6. Click Save.
  7. Similarly, other approvers such as L2, L3, L4, L5, the Finance Controller, and other static approvers must follow the same process to approve the capital expenditure request. If the request is rejected by any approver, it will be returned to the initiator. The initiator must update the request according to the comments and then resubmit it for approval. The approval flow will then be initiated again. Once the request is approved by all approvers, the process will be marked as Completed.

Execute Leaf Approval Process

In this section, we will show you how to execute the Leaf Approval Process in the Effort Platform. It provides the activities performed by the initiators and approvers, such as initiating approval requests, approving the request, and so on. Let's get started.

Initiate Leaf Approval Process

The initiators can use either the Web App or Web Lite app to initiate approval requests. Follow the instructions below to create and initiate the leaf approval flow in the Web App.

  1. Go to Web App > Leaf > Add Work.
  2. Under the Basic Details section, fill in the required fields such as date and department.
  3. Click Save.
  4. After you click Save, you will see the process screen. Scroll down to the bottom of the page and click the eye icon against the newly created process.
  5. On the process details page, click Perform Initiator.
  6. Fill in the details and click Save.

Approve Leaf Request

Once the initiator's request is raised, it will be assigned to the approver. To complete the approval, the approver must follow the steps below:

  1. The approver can navigate from either the home page dashboard or the respective Leaf process screen. To approve from the respective process page, go to Web App > Leaf.
  2. Under the Next Activity column, click on the next activity name against the required process.
  3. As configured, the details will be populated automatically on the fields.
  4. The approver verifies the details and approves the request by selecting the Yes option from the Approval of PA dropdown.
  5. Click Save.
  6. Similarly, other approvers, such as the HOD, VP, Manager of Finance, Finance Controller, CFO, and MD, must follow the same process to approve the leaf request. If the request is rejected by any approver, it will be returned to the initiator. The initiator must update the request according to the comments and then resubmit it for approval. The approval flow will then be initiated again. Once the request is approved by all approvers, the process will be marked as completed.

Execute Travel Expense Approval Process

In this section, we will show you how to execute the Travel Expense Approval Process in the Effort Platform. It provides the activities performed by the initiators and approvers, such as initiating approval requests, approving the request, and so on. Let's get started.

Initiate Travel Expense Approval Process

The initiators can use either the Web App or Web Lite app to initiate approval requests. Follow the instructions below to create and initiate the travel expense approval flow in the Web App.

  1. Go to Web App > Travel Expenses > Add Work.
  2. Under the Basic Details section, fill in the required fields such as travel start date, end date, department, and so on.
  3. Click Save.
  4. After you click Save, you will see the process screen. Scroll down to the bottom of the page and click the eye icon against the newly created process.
  5. On the process details page, click Perform Initiator.
  6. Fill in the details and click Save.

Approve Travel Expense Request

Once the initiator's request is raised, it will be assigned to the approver. To complete the approval, the approver must follow the steps below:

  1. The approver can navigate from either the home page dashboard or the respective Leaf process screen. To approve from the respective process page, go to Web App > Travel Expenses.
  2. Under the Next Activity column, click on the next activity name against the required process.
  3. As configured, the details will be populated automatically on the fields.
  4. The approver verifies the details and approves the request by selecting the Approved option from the Approval dropdown.
  5. Click Save.
  6. Similarly, other approvers, such as the L2, production, leaf, marketing, and so on, must follow the same process to approve the travel expense request. If the request is rejected by any approver, it will be returned to the initiator. The initiator must update the request according to the comments and then resubmit it for approval. The approval flow will then be initiated again. Once the request is approved by all approvers, the process will be marked as Completed.