🤖 This article was translated by AI.
You can define workflows for timesheets, expense reports, and absence requests.
Workflow Configuration
By Default, Per Legal Agency
In your Administration > Agencies > Your agency > “Activity and Expenses” tab, you will find the following three 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, Per Resource
From a resource’s profile > Configuration cogwheel > “Validation workflows” section
If you choose the “Custom” option, the workflows configured here will override the default workflows and apply specifically to the resource in question.
Please 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 take effect the following month.
Components of a Validation Workflow
You can create a workflow with different data:
Managers: Manager N, Manager N+1, HR Manager…
These fields are present in the resource’s profile and are dynamic, so the workflow will adapt 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 with the resource in Boond.
Example: I set Jules Verne as a validator; it will always be his responsibility to validate 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 can read, write, validate/undo validation of 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
Managing a Workflow with Multiple Validators
You can 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 the case of a workflow with multiple validators, a higher-level validator can always validate the document instead of lower-level validators.
Example: I have a workflow with 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 is granted read and edit rights on the relevant item.
🚨 Please note
The configuration of your workflow should be considered carefully; as a validator, you may have access to data masked in your rights and may impact production data.
As a validator, you will receive a notification by email and in your Boond interface when an item is assigned to you. You can also set up alerts in your database to avoid forgetting to process items assigned to you.
All items to validate are visible to the validator in the Activity and Expenses module > Validations view
Learn all about this view in the dedicated tutorial
FAQ
One of my validator managers is absent, can I replace them in a workflow?
Through the Answering Validators app, you can set up replacement workflows during your validator managers’ absences.
The complete tutorial on this app is available here
Can I include 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, you can send timesheets for signature. Learn all about this process in this tutorial.
How can I easily check 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 in 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 in the validation workflow.