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You can define workflows for timesheets, expense reports, and absence requests.
Configuration of workflows
By default, by legal agency
In your Administration > Agencies > Your agency > "Activity and Expenses" tab, you will find the following 3 sections:
Timesheet settings
Expense report settings
Absence request settings
The workflows configured here will apply by default to all resources linked to the agency.
Case by case, by resource
From the profile of one of your resources > Cogwheel configuration > "Validation workflows" section
If you choose the "Custom" option, the workflows configured here will replace the default workflows and apply specifically to the concerned resource.
Note
If the workflow configuration changes, the new rules will apply to all new documents created after the modification.
Example: if a timesheet is already created (even if not validated), the new workflow will not apply; it will be effective only the following month.
Composition of a validation workflow
You can create a workflow with different data:
Managers: Manager N, Manager N+1, HR Manager, etc.
These fields are present in the resource profile and are dynamic, so the workflow adapts to the information linked to the resource.
Managers
Managers refer to specific people in your interface, even if they do not have a hierarchical link in Boond with the resource.
Example: I indicate Jules Verne as a validator; it will always be him specifically who validates the item.
Business units
🚨 Important
This feature is only available for customers subscribed to an Enterprise plan.
If you want to learn more about these plans, you can visit our website and contact us at [email protected] to discuss with our teams.
Business units are groups of managers: all managers in the unit will be able to read, write, validate/undo validation on the relevant document (time, expenses, absence).
Example: A "Payroll Service" Business unit that validates all absence requests
Learn all about Business units in this article
Manage a workflow with multiple validators
You have the option to create a validation workflow with several validators—these must be entered in the workflow in chronological order: validator 1, validator 2, final validator.
Note: in a workflow with multiple validators, it is always possible for the higher validator to validate the document instead of lower validators.
Example: I have a workflow composed of Victor Hugo then Jules Verne.
Jules can validate the document at any time instead of Victor.
Impact of validation workflows
Anyone included in a validation workflow receives read and edit rights on the relevant item.
🚨 Note
The configuration of your workflows must be carefully considered; as a validator, I may have access to hidden data within my rights and impact production data.
As a validator, a notification by email and in your Boond interface will be sent when an item is assigned to you. You can also configure alerts in your database to avoid forgetting to handle assigned items.
All items to be validated are visible to the validator in the Activity and Expenses module > Validations view
Learn all about this view via the dedicated tutorial
FAQ
One of my validator managers is absent, can I replace them in a workflow?
Through the Answering Validators application, you can set up replacement workflows during the absence of your validator managers.
The complete tutorial on this application is available here
Can I indicate my consultant's client in my validation workflow?
Only managers present in your Boond interface can be included in a validation workflow. Therefore, these workflows are strictly internal.
If you want your client to validate items, you can send timesheets for signature. Learn all about this process in this tutorial.
How can I easily control all the documents I need to validate?
In the Activity & Expenses module, the Validations view allows you to find all documents pending validation in your name.
Learn all about this view via the dedicated article.
For a BU, is an email and/or notification also sent for a document pending validation?
No, and this is an exception. If the next seal is a BU, once the document is pending at the BU level, we do not send emails or notifications to avoid flooding all BU members. Emails/notifications are reserved for individual managers present in the validation workflow.