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You can define workflows for timesheets, expense reports, and absence requests.
Workflow Configuration
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's profile > Configuration cogwheel > “Validation Workflows” section
If you choose the “Customized” option, the workflows configured here will override the default workflows and apply specifically to the selected resource.
Please Note
If you change the workflow configuration, 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 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: if I specify Jules Verne as the approver, he will always be the one to approve 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 or contact us at [email protected] to discuss with our teams.
Business units are groups of managers: all managers in the group will be able to read, write, approve / unapprove the relevant document (time, expenses, absence).
Example: A Business Unit “Payroll Service” that approves all absence requests
Learn all about Business Units in this article
Managing a Workflow with Multiple Approvers
You can create a validation workflow with multiple approvers—these must be entered in the workflow in chronological order: approver 1, approver 2, final approver.
Note: In a workflow with multiple approvers, a higher-level approver can always approve the document instead of lower-level approvers.
Example: I have a workflow composed of Victor Hugo then Jules Verne.
Jules can at any time approve the document 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
You should carefully consider your workflow configuration; as an approver, I may have access to hidden data within my rights and may impact production data.
As an approver, 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 handle assigned items.
All items to be approved are visible to the approver in the Activity and Expenses module > Approvals view
Learn all about this view in the dedicated tutorial
FAQ
One of my manager approvers is absent, can I replace them in a workflow?
Through the Answering Validators application, you can set up replacement workflows during your manager approvers' absences.
The full tutorial on this application 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 strictly internal workflows.
If you want your client to approve items, you can send timesheets for signature. Learn more about this process in this tutorial.
How can I easily check all the documents I need to approve?
In the Activities & Expenses module, the Approvals view allows you to find all documents pending your approval.
Learn all about this view in the dedicated article.
For a BU, is an email and/or notification also sent for a document pending approval?
No, and this is an exception. If the next step is a BU, once the document is pending at the BU level, we do not send any email or notification to avoid flooding all BU members. Emails/notifications are reserved for individual managers present in the validation workflow.