Schedule Approval Template

This workflow creates a new budget and routes it for approval.

Learn more about workflow templates.

How it works

  1. A Find Entry activity locates the Master Budget form.
  2. A Move Entry activity makes a copy of the form and moves the copy to the Proposed Budgets folder.
  3. To name the budget appropriately, the workflow needs to determine the month after the workflow runs. The Date Token Calculator activity creates a token that will be replaced with the date for the following month.
  4. In the Rename Entry activity, the copied budget is renamed to reflect the budget’s date. To ensure the date is easy to read, the newly created date token is edited to return the month and year in the format: Month name full year, e.g., May 2018. Note that the Rename Entry activity is configured to rename the copy of the budget, not the starting entry.
  5. A Find Entry activity finds the copied budget and generates a URL and shortcut for it.
  6. An Email activity emails the accounting group a link and shortcut to the proposed budget for their review.

    7. Note: Replace "test email address" in the To field of the email with an actual email address when you run the workflow.

  7. A Wait for Entry Change activity waits until the “Workflow Templates: Accounting Processed?” field equals “Yes.”
  8. A Move Entry activity moves the budget to the Approved Budgets folder.

To run this workflow

Ensure the WT- Schedule Approval with Reporting starting event is enabled.

  1. Navigate to the Timer page in Starting Events.
  2. Select the starting event, and click Enable in the top right.
  3. Once the schedule rule is enabled, the workflow will run four times a year: the first day of February, May, August, and November.

Alternatively, you can test the workflow (bypassing the starting event) with the Run Workflow button in the Workflow Designer. You can run the workflow on the Master Budget document in the \Workflow Templates - Test Entries\Accounting\Templates folder.

Ideas to expand this workflow

Add an Escalation activity around the wait condition and send the accounting team reminder emails if they do not process the budget in a timely manner.

Republish the workflow once you made all desired changes.