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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 a resource card > Cogwheel Configuration > “Validation workflows” section
If you choose the “Customized” option, the workflows configured here will replace the default workflows and apply specifically to the relevant 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 only be effective the following month.
Composition of a validation workflow
You can create a workflow with different data:
Responsible parties: Manager N, Manager N+1, HR Manager…
These fields are present in the resource card and are dynamic, so the workflow will adapt to the information linked to the resource.
Managers
Managers correspond to specific people in your interface, even if they have no hierarchical link in Boond with the resource.
Example: If I indicate Jules Verne as a validator, it will always be him specifically who must validate the item.
Business units
🚨 Important
This feature is only available for clients subscribed to an Enterprise plan.
If you want to know 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 / unvalidate the relevant document (timesheet, expense, absence).
Example: A Business unit “Payroll Service” that validates all absence requests
Learn all about Business units in this article
Manage a workflow with multiple validators
You can create a validation workflow with several validators - they 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-level validator to validate the document instead of lower-level validators.
Example: I have a workflow composed of Victor Hugo then Jules Verne.
Jules can at any time validate the document instead of Victor.
Impact of validation workflows
Anyone present in a validation workflow obtains read and edit rights on the relevant item.
🚨 Note
The configuration of your workflows must therefore be carefully considered; as a validator, I can access hidden data within my permissions and impact production data.
As a validator, an email notification and a notification in your Boond interface will be sent to you 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 absences 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. These are therefore internal workflows only.
If you want your client to validate items, it is possible to 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 Activities & 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 business unit, 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 business unit, once the document is pending at the business unit level, we do not send emails or notifications to avoid flooding all members of the business unit. Emails/notifications are reserved for individual managers present in the validation workflow.