--- title: "How to Build a Workflow in Aclarian: Common Scenarios and Step-by-Step Instructions" description: Learn how to build approval workflows in Aclarian for common scenarios including fixed approvers, department routing, threshold-based approvals, vendor-based routing, temporary coverage, and more. --- [Skip to content](https://support.aclarian.com/aclarian-client-support-knowledge-base/how-do-i-build-a-workflow-that-does-x#main-content) English - United States Show submenu for translations [Client Support Portal](https://support.aclarian.com/aclarian-tickets?hsLang=en-us) [![BRANDING ELEMENTS LIBRARY (11)](https://support.aclarian.com/hs-fs/hubfs/BRANDING%20ELEMENTS%20LIBRARY%20(11).png?width=500&height=141&name=BRANDING%20ELEMENTS%20LIBRARY%20(11).png)](https://Aclarian.com) Open main navigation Close main navigation - English - United States Show submenu for translations - [Client Support Portal](https://support.aclarian.com/aclarian-tickets) How can we help you? - There are no suggestions because the search field is empty. 1. [Aclarian Client Support Knowledge Base](https://support.aclarian.com/aclarian-client-support-knowledge-base?hsLang=en-us) 2. [Workflow Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/workflow-management?hsLang=en-us) August 25, 2026 # How to Build a Workflow in Aclarian: Common Scenarios and Step-by-Step Instructions ## Learn how to build common approval workflows in Aclarian using real scenarios and step-by-step configuration guidance This article walks you through how to build specific types of workflows in Aclarian. Each scenario includes the goal and the steps to build it. Start with the scenario that matches what you are trying to accomplish. Before building any workflow, make sure the following are in place: - User Management is configured correctly - Department Head and Entity Manager assignments are set up if needed - Any Workflow Groups you plan to use are created before you build the workflow --- ### Scenario 1: One Fixed Approver **Goal:** Route every form to a single user. **Build:** In Forms Workflow, set Step 1 to a Specific User. --- ### Scenario 2: Route to Department Head **Goal:** Route based on the department in the GL coding of the form. **Build:** First, configure Department Heads in: User Management \> Data Management \> Entity and Department Roles Then set Step 1 in Forms Workflow to Department Head. --- ### Scenario 3: Require Multiple Approvers **Goal:** Require multiple users to approve before the form moves forward. **Build:** Create a Workflow Group Form and select the User Approval Group type. Add the required users and define the approval requirement, for example all users or 1 of 3. Then set Step 1 in Forms Workflow to that User Group. --- ### Scenario 4: Multi-Step Approval with Thresholds, Department Routing, and Final Finance Approval **Goal:** Build a workflow with the following logic: - First approver is always the Department Head - If the amount is below $10,000, route directly to the Finance Team - If the amount is $10,000 or more, require Finance Director approval - If the amount is $25,000 or more, require City Manager approval - If a specific Fund and Department combination is used, require an additional targeted approver - The Finance Team must always be the final approver regardless of path --- #### Step 1: Set Up Department Head and Entity Manager Assignments Before using Department Head or Entity Manager in a workflow, those assignments must be configured first. Navigate to: User Management \> Data Management \> Entity and Department Roles Define who should serve as the Department Head and Entity Manager for each relevant Fund and Department. This is what allows the system to dynamically determine the correct approver based on the GL coding used on the form. --- #### Step 2: Create the Workflow Groups You Will Need **A. Finance Team User Group** Create a Workflow Group Form and select the User Approval Group type. Label it Finance Team. Configuration: - Add the 3 Finance Team members - Set approval requirement to 1 approval required - Ensure the form is submitted and completed This group will serve as the final approver in the workflow. **B. Finance Director Threshold Group** Create a Workflow Group Form and select the Threshold Approval Group type. Configuration example: | Condition | Approver | | --- | --- | | Greater Than $9,999.99 | Finance Director | **C. City Manager Threshold Group** Create a second Threshold Group for City Manager approval. Configuration example: | Condition | Approver | | --- | --- | | Greater Than $24,999.99 | City Manager | **D. Fund and Department Specific Entity and Organization Group** Create an Entity and Organization Approval Group for the special Fund and Department combination that requires an additional approver. Example: | Fund | Department | Approver | | --- | --- | --- | | 401 | 2100 | Lisa Carter | Whenever that specific Fund and Department combination is used on a form, Lisa Carter will be added as an additional approver. --- #### Step 3: Build the Workflow in Forms Workflow Navigate to: Workflow Management \> Data Management \> Forms Workflow Select the module, form, and number of steps. Then configure the steps in the order below. --- #### Step 4: Add the Steps in Order | Step | Configuration | Purpose | | --- | --- | --- | | Step 1 | Department Head | First approver for all submissions | | Step 2 | Finance Director Threshold Group | Triggers at $10,000 or more | | Step 3 | City Manager Threshold Group | Triggers at $25,000 or more | | Step 4 | Entity and Organization Approval Group | Triggers for specific Fund and Department combination | | Step 5 | Finance Team User Group | Final approval, 1 of 3 required | --- #### How This Workflow Behaves **Example A: $5,000 Form** - Step 1: Department Head - Step 2: Skipped - Step 3: Skipped - Step 4: Only if the special Fund and Department combination applies - Step 5: Finance Team **Example B: $12,000 Form** - Step 1: Department Head - Step 2: Finance Director - Step 3: Skipped - Step 4: Conditional - Step 5: Finance Team **Example C: $30,000 Form** - Step 1: Department Head - Step 2: Finance Director - Step 3: City Manager - Step 4: Conditional - Step 5: Finance Team --- #### Why This Order Matters This setup works because it follows the correct configuration sequence in Aclarian: 1. Set up the routing assignments first 2. Create the workflow groups second 3. Insert those pieces into Forms Workflow last If you try to build in Forms Workflow before the underlying assignments and groups exist, the workflow will not configure or route correctly. --- ### Scenario 5: Department Head Only Above Threshold **Goal:** Only require Department Head approval for high-value transactions. **Build:** Configure Department Heads in: Data Management \> Entity and Department Roles Create a Threshold Group with the condition Greater Than $9,999.99 and assign Department Head as the approver. Then set Step 1 in Forms Workflow to that Threshold Group. --- ### Scenario 6: Route by Fund and Department **Goal:** Route to different approvers based on GL combinations. **Build:** Create an Entity and Organization Approval Group with the desired Fund and Department combinations and their assigned approvers. Then set Step 1 in Forms Workflow to that group. --- ### Scenario 7: Vendor-Based Approval **Goal:** Trigger approval for specific vendors. **Build:** Create a Vendor Approval Group, select the applicable vendors, and assign the approver. Then set Step 1 in Forms Workflow to that group. --- ### Scenario 8: Replace an Approver **Goal:** Update an approver without editing every workflow individually. **Build:** Update the membership of the relevant Workflow Group. The change will apply automatically to all workflows using that group. Limitation: This only works if a Workflow Group was created for that approval level. If the approval step was set up directly in Forms Workflow with a user's name, those steps must be updated manually. --- ### Scenario 10: Temporary Coverage **Goal:** Reroute approvals temporarily for a planned absence. **Build:** Configure a Workflow User Designation Form for the user. Specify the substitute and the date range for the coverage period. --- ### Scenario 11: Skip an Approver **Goal:** Move a form forward when an approver is unavailable. **Build:** Ensure the user performing the skip has Skip Approval permission for that form type in their User Profile. Navigate to User Management \> User List or Custom Roles to confirm or grant this permission. Then use the Skip Approver action on the form. This will bypass the current step and record the action in the audit trail. --- ### Final Guidance When designing workflows, keep these principles in mind: - Think in conditions, not just steps - Use Workflow Groups for flexibility - Use Rules-Based Groups for complex logic where supported - Always ensure User Management is configured correctly before building the workflow If something is not working, check these four things in order: 1. Is the required data present on the form? 2. Is User Management configured correctly? 3. Is the workflow group logic set up correctly? 4. Does the user have the correct permissions? 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