--- title: How Workflow Management Works in Aclarian description: Learn how approval workflows work in Aclarian, including how workflows are structured, how steps are evaluated, and what User Management settings are required before a workflow can function correctly. --- [Skip to content](https://support.aclarian.com/aclarian-client-support-knowledge-base/how-workflow-management-works-in-aclarian#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 Workflow Management Works in Aclarian ## Learn the basics of how approval workflows are structured, configured, and evaluated in Aclarian Workflows in Aclarian control how forms move through the approval process. When a form is submitted, the system evaluates the workflow assigned to that form and routes it to the correct approvers based on the rules you have configured. This article explains how workflows are structured, how they connect to User Management, and what you need to set up before a workflow will function correctly. --- ### How Workflow and User Management Work Together Workflow routing in Aclarian depends on proper User Management configuration. The two systems are connected. If User Management is not set up correctly, the workflow will not route correctly either. Here is how the key components connect: | Component | Purpose | Where to Configure | Impact on Workflow | | --- | --- | --- | --- | | Item Roles and Permissions | Controls what users can do | User Management \> Data Management \> User List or Custom Roles | User must have access to the form to view or approve it | | Entity and Department Roles | Defines Department Head and Entity Manager | User Management \> Data Management | Enables dynamic routing | | Departments Tab | Restricts selectable departments | User Profile | Impacts GL selection | | Workflow Groups | Defines approval logic | Workflow Group Form and Workflow Group List | Drives workflow behavior | --- ### Critical Rule A workflow step will only function correctly if both of the following are true: - The user is properly configured in User Management - The form contains the required trigger data such as GL coding or amount One important note from User Management: Entity and Department roles control routing only. They do not control permissions. --- ### How Workflows Are Structured Workflows are configured in: **Workflow Management \> Data Management \> Forms Workflow** Each workflow: - Is tied to a specific module and form - Contains ordered steps - Evaluates steps dynamically at the time of submission --- ### How the System Evaluates Steps The system does not run every step on every form. It evaluates each step based on conditions and skips steps that do not apply. | Behavior | Description | | --- | --- | | Conditional Execution | Only relevant steps are triggered | | Step Skipping | Irrelevant steps are automatically skipped | | Step Visibility | Original step numbers remain visible even when steps are skipped | | No Renumbering | Steps are not renumbered dynamically | --- ### How to Create a Workflow **Navigate to: Workflow Management \> Data Management \> Forms Workflow** **Step 1: Navigate** Go to Workflow Management \> Data Management \> Forms Workflow. **Step 2: Select** Choose the module, the form, and the number of steps for the workflow. **Step 3: Assign Step Types** For each step, choose a step type based on how you want the form routed. | Step Type | Description | When to Use | | --- | --- | --- | | Specific User | Always routes to the same person | Fixed approvals | | Department Head | Routes dynamically based on GL coding | Department-based routing | | Entity Manager | Routes dynamically based on GL coding | Entity-level routing | | Workflow Group | Uses conditional logic | Most workflows | --- ### Design Principle Include all possible approval logic in your workflow. The system evaluates conditions dynamically and skips irrelevant steps automatically. It is better to have steps that sometimes get skipped than to leave out logic that is occasionally needed. ### Need Help If you have questions about how Workflow Management works in Aclarian, contact the Aclarian Client Support team for assistance. - Email: [clientsupport@aclarian.com](mailto:clientsupport@aclarian.com) - Contact your assigned Customer Support liaison - For urgent issues, use the Live Chat Feature   - [Billing/AR](https://support.aclarian.com/aclarian-client-support-knowledge-base/billing-ar?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/billing-ar?hsLang=en-us#forms) - [Data Management](https://support.aclarian.com/aclarian-client-support-knowledge-base/billing-ar?hsLang=en-us#data-management) - [Budgeting](https://support.aclarian.com/aclarian-client-support-knowledge-base/budgeting?hsLang=en-us#main-content) - [Forms](https://support.aclarian.com/aclarian-client-support-knowledge-base/budgeting?hsLang=en-us#forms) - 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