How to manage my organisation's claim workflows via the HR platform

A claim workflow allows an organisation to set up a process for recording and managing expenses. This typically involves gathering, categorising, auditing, and approving expenses to ensure accuracy and accountability. You can use Claim WorkFlows to automate this process. The feature will also help reduce your administrative load and make sure expense approvals go to the correct people.

This feature follows a "when-if-then" sequence for every step of the workflow. To learn more about this, please refer to The When-If-Then sequence and scenarios tab in the Further information section of this article.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  We base the default access level on a per user basis and whether they have  view,  edit and  delete access and excluding any changes made via our Custom Security feature.

Getting started

Add a "multi-level claim approval in sequence" workflow

Important

This workflow template requires both of the two people assigned to action an expense claim request. For example, a request that is up for approval will automatically be declined if either approver declines.

  1. Click the WorkFlows menu.
  2. Click Claim.
  3. Click the Create New button.
    screenshot of the workflows page, highlighting the create new button
  4. Click Multi Level Claim Approval in Sequence.
  5. Click the Continue button.
    screenshot of the workflow templates page, highlighting the sequence template and continue button
  6. Click the Got it button.
    screenshot of the popup showing a list of approvers, highlighting the got it button
  7. For Step 1, click the WHEN field.
    screenshot of the workflow page, highlighting the when field
  8. You can:
    • Edit the step name.
    • Click the WHEN dropdown and choose a situation.
  9. Click the Save button.
    screenshot of the add triggers panel, highlighting the save button
  10. Click the IF field.
    screenshot of the workflow page, highlighting the if field
  11. Edit the following:
    • Field.
    • Condition.
    • Value.
  12. Click the Save button.
    screenshot of the add conditions panel, highlighting the save button
  13. Click the THEN field.
    screenshot of the workflow page, highlighting the then field
  14. Edit the following:
    • THEN.
    • Person needed.
  15. Click the Save button.
    screenshot of the add actions panel, highlighting the save button
  16. Repeat Steps 7 - 15 here for Step 2 in the workflow.

    Helpful Hint

    To add an additional step, click the  button below the last step.

  17. Click the Save button.

    Important

    You need to publish this workflow for it to become active.

    screenshot of the expense workflow page, highlighting the save button
Add a "multi-level claim approval in parallel" workflow

Important

This workflow template requires only one of two people assigned to action an expense claim request. In this case, the request will still automatically be declined if either approver declines.

  1. Click the WorkFlows menu.
  2. Click Claim.
  3. Click the Create New button.
    screenshot of the workflows page, highlighting the create new button
  4. Click Multi Level Claim Approval in Parallel.
  5. Click the Continue button.
    screenshot of the workflow templates page, highlighting the parallel template and continue button
  6. Click the Got it button.
    screenshot of the popup showing a list of approvers, highlighting the got it button
  7. For Step 1, click the WHEN field.
    screenshot of the expense workflow page, highlighting the when field
  8. You can:
    • Edit the step name.
    • Click the WHEN dropdown and choose a situation.
  9. Click the Save button.
    screenshot of the add triggers panel, highlighting the save button
  10. Click the IF field.
    screenshot of the expense workflow page, highlighting the if field
  11. Edit the following:
    • Field.
    • Condition.
    • Value.
  12. Click the Save button.
    screenshot of the add conditions panel, highlighting the save button
  13. Click the THEN field.
    screenshot of the expense workflow page, highlighting the then field
  14. Edit the following:
    • THEN.
    • Person needed.
  15. Click the Save button.
    screenshot of the add actions panel, highlighting the save button
  16. Repeat Steps 7 - 15 here for Step 2.1 and Step 2.2 in the workflow.

    Helpful Hint

    To add an additional step, click the  button below the last step.

  17. Click the Save button.

    Important

    You need to publish this workflow for it to become active.

    screenshot of the workflows page, highlighting the save button
Add an expense automation workflow

Important

This workflow template lets you automate an action for a specific condition regarding employee expense claims.

  1. Click the WorkFlows menu.
  2. Click Claim.
  3. Click the Create New button.
    screenshot of the workflows page, highlighting the create new button
  4. Click Claim Automation.
  5. Click the Continue button.
    screenshot of the workflow templates page, highlighting claim automation and the continue button
  6. For Step 1, click the WHEN field.
    screenshot of the expense automation page, highlighting the when field
  7. You can:
    • Edit the step name.
    • Click the WHEN dropdown and choose a situation.
  8. Click the Save button.
    screenshot of the add triggers panel, highlighting the save button
  9. Click the IF field.
    screenshot of the expense automation page, highlighting the if field
  10. Edit the following:
    • Field.
    • Condition.
    • Value.
  11. Click the Save button.
    screenshot of the add conditions panel, highlighting the save button
  12. Click the THEN field.
    screenshot of the expense automation page, highlighting the then field
  13. Edit the following:
    • THEN.
    • Person needed.
  14. Click the Save button.
    screenshot of the add actions panel, highlighting the save button

    Helpful Hint

    To add an additional step, click the  button below the last step.

  15. Click the Save button.

    Important

    You need to publish this workflow for it to become active.

    screenshot of the expense automation page, highlighting the save button

Daily activities

Publish a claim workflow
  1. Click the WorkFlows menu.
  2. Click Claim.
  3. Click the  button for the workflow you need to publish.
  4. Click the Publish button.
    screenshot of the workflows page, highlighting the three dots and publish button of a template
  5. Click the Publish button.
    screenshot of the confirmation popup, highlighting the publish button
Unpublish a claim workflow
  1. Click the WorkFlows menu.
  2. Click Claim.
  3. Click the  button for the workflow you need to unpublish.
  4. Click the Unpublish button.
    screenshot of the workflows page, highlighting the three dots and unpublish button of a template
  5. Click the Unpublish button.
    screenshot of the confirmation popup, highlighting the unpublish button
View a claim workflow
  1. Click the WorkFlows menu.
  2. Click Claim.
  3. Click the  button for the workflow you need to view.
  4. Click the View button.
    screenshot of the workflows page, highlighting the three dots and view button of a template

    Helpful Hint

    You can now see the details of the claim workflow.

    screenshot showing the details of the expense workflow

Editing data

Edit a claim ‌workflow

Important

You cannot edit a published workflow. You have to unpublish it first before editing.

  1. Click the WorkFlows menu.
  2. Click Claim.
  3. Click the  button for the workflow you need to edit.
  4. Click the View button.
    screenshot of the workflows page, highlighting the three dots and view button of a template
  5. Edit the workflow as needed.
  6. Click the Save button.
    screenshot of the workflows page, highlighting the save button

Deleting data

Delete a claim workflow

Important

You cannot delete a published workflow. You have to unpublish it first before deleting.

  1. Click the WorkFlows menu.
  2. Click Claim.
  3. Click the  button for the workflow you need to delete.
  4. Click the Delete button.
    screenshot of the workflows page, highlighting the three dots and delete button of a template
  5. Click the Delete button.
    screenshot of the confirmation popup, highlighting the delete button

Further information

The When-If-Then sequence and scenarios

The Claim WorkFlows feature lets you create a set of steps that the HR platform will take regarding expense claims. Each step follows the When-If-Then sequence, which is like this:

  • When this happens -> If this condition is met -> Then do this.
    • "When" is the situation that will trigger the workflow.
    • "If" is the condition that decides what action should be taken.
    • "Then" is the action that the platform will take.

To visualise this better, please see the examples below. "X" and "Y" in these scenarios refer to values you can pick and enter on the HR platform.

  1. When an employee submits an expense claim request, If the expense claim amount is more than "X", Then the request will be sent to the executive leadership team for approval.
  2. When an employee submits an expense claim request, If the expense claim category is "X", Then the request will be automatically declined.
  3. When an employee submits an expense claim request, If the expense claim currency is "X", Then the request will be automatically approved.
  4. When an employee submits an expense claim request, If purchase start date is after "X" AND end date is before "Y", Then the request will be automatically approved.
"And condition" and "Or condition" in the "IF" field

When you click the "IF" field when creating a workflow, the "Add conditions" panel will slide out. There, you will have to fill in the following: Field, Condition, and Value.

screenshot of the add conditions panel, highlighting the add condition button

Below those is the Add condition button, which lets you set up an additional condition to come with the first one. When you click this button, you will be asked to choose between:

  • And condition - This means the platform will take action only if BOTH the original and additional conditions are met.
  • Or condition - This means the platform will take action if EITHER the original or additional condition is met.

To demonstrate this, here are some examples:

1. And condition:

For the image below, the platform will act only if the expense claim amount is over 5,000 AND has a category of Miscellaneous. The platform will not take the specified action in the "THEN" field if both are not met, even if one of the conditions is followed.

screenshot of the add conditions panel, showing an example of the and condition

2. Or condition:

For the image below, the platform will take action if the expense claim amount is over 5,000 OR has a category of Meal Allowance.

There just needs to be at least one condition met for the platform to act. So, the workflow will still function if two, three, or more conditions were met.

For our example, this means the workflow will act if the expense claim amount is over 5,000, even if it falls under a different expense category. The platform will also function if the request is under the Meal Allowance category, even if the amount is less than 5,000.

screenshot of the add conditions panel, showing an example of the or condition

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