---
title: Workflow Group Types and When to Use Them
description: Learn about each Workflow Group type in Aclarian, including User Groups, Threshold Groups, Entity and Organization Groups, Project and Grant Groups, Vendor Groups, PO Number Groups, and the Rules-Based Group added in May 2026.
---

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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

# Workflow Group Types and When to Use Them

## Learn what each Workflow Group type does, when to use it, and which forms support each type

Workflow Groups are the core building blocks of approval logic in Aclarian. Each group type determines:

- What data the system evaluates
- When the group triggers
- Who receives the approval request

Workflow Groups are created independently and then added as steps within a workflow. They are reusable across multiple workflows and are not tied to a specific form when created.

Every Workflow Group acts as a conditional trigger. It is evaluated at the time of submission and either activates or is skipped based on the conditions it evaluates.

---

### Key Principles

- Created independently of workflows
- Not tied to a specific form when created
- Reusable across multiple workflows
- Must be added as a step in a workflow to take effect

---

### 5.1 User Group

#### What It Does

A User Group assigns multiple users to a single approval step and defines how many of those users must approve before the workflow can move forward.

#### How It Works

You add one or more users to the group and define the approval requirement:

- One approver: any one user in the group can approve
- All approvers: every user in the group must approve
- Custom number: for example, 2 out of 3 users must approve

When the workflow reaches this step, the form is sent to all users in the group. The workflow advances only when the approval requirement is met.

#### When to Use

- Shared responsibility across a team
- Backup coverage without needing a user designation
- Situations where multiple perspectives are required before moving forward

#### Example

A Finance Review group includes User A, User B, and User C. The approval requirement is set to 2 approvals required. Any 2 of the 3 users can approve to move the workflow forward.

---

### 5.2 Threshold Group

#### What It Does

A Threshold Group routes approvals based on the monetary value of the form.

#### How It Works

You define one or more amount-based conditions and assign approvers to each condition. The system evaluates the total value of the form at submission. If the condition is met, the associated approver is triggered. If not, the step is skipped.

#### Important Behavior

- Threshold Groups are conditional
- Multiple Threshold Groups can be added to one workflow
- Conditions must not overlap in a way that creates conflicting logic

#### Understanding the Operators

| Condition | Meaning |
| --- | --- |
| Greater Than | Triggers when the form amount exceeds the value |
| Less Than | Triggers when the form amount is below the value |
| Between | Triggers when the form amount falls within a range |

Threshold conditions use strict operators such as Greater Than, not Greater Than or Equal To. To achieve a threshold like $10,000 and above, configure the value just below the threshold. For example, use Greater Than $9,999.99.

#### When to Use

- Escalation based on financial impact
- Requiring higher-level approval for larger transactions

#### Example

- Less than $10,000: Finance Review Group
- Greater than $10,000: Department Head
- Greater than $50,000: Entity Manager

A $60,000 form would trigger both the Department Head and the Entity Manager steps.

---

### 5.3 Entity and Organization Approval

#### What It Does

This group routes approvals based on the combination of Fund and Department used in the GL coding of the form.

#### How It Works

You define specific Fund and Department combinations and assign approvers to those combinations. The system evaluates the GL coding on the form. If the combination matches, the assigned approver is triggered.

#### Important Behavior

- Requires GL coding on the form
- Supports multiple combinations within the same group
- Can include threshold logic if needed

#### When to Use

- Different approval structures across departments
- Cross-fund complexity
- Situations where the same department behaves differently depending on the fund

#### Example

- Fund 001 and Department 2100: routes to User A
- Fund 401 and Department 2100: routes to User B

Same department, different fund, different approver.

---

### 5.4 Project and Grant Approval

#### What It Does

Routes approvals when a specific Project or Grant is selected on the form.

#### How It Works

You select one or more Projects or Grants and assign approvers. The system checks whether those Projects or Grants are included on the form. If present, the approver is triggered. If not, the step is skipped.

#### When to Use

- Grant compliance requirements
- Project-specific oversight
- External funding controls

#### Example

Project: Downtown Revitalization Grant routes to the Grant Manager.

---

### 5.5 Vendor Approval

#### What It Does

Routes approvals based on the vendor selected on the form.

#### How It Works

You define one or more vendors and assign approvers. The system evaluates the vendor used in the transaction. If the vendor matches, the approver is triggered.

#### When to Use

- High-risk vendors
- Regulated vendors
- Vendors requiring additional review

#### Example

Vendor: ABC Consulting routes to Legal or Finance for review.

---

### 5.6 PO Number Approval

#### What It Does

Routes approvals when specific Purchase Order numbers are referenced on the form.

#### How It Works

You define one or more PO numbers and assign approvers. The system checks whether those PO numbers are included on the form.

#### When to Use

- Large capital purchases
- Controlled procurement processes
- Oversight on specific contracts

---

### 5.7 Rules-Based Workflow Group (New as of May 2026)

#### What It Does

Allows multiple workflow conditions to be combined into a single workflow group rather than creating multiple separate groups and steps.

#### How It Works

You define rules using supported fields and assign approvers to each rule. The system evaluates each rule independently. If a rule is met, its approver is triggered. Multiple rules can trigger on the same form.

#### Supported Fields

- Department
- Fund
- Account
- Threshold Value
- Specific User

#### Supported Operators

| Type | Operators |
| --- | --- |
| Equality | Is Equal To, Is Not Equal To |
| Threshold | Greater Than, Less Than, Between |

#### Logic Options

Combine conditions using AND or OR.

#### Supported Forms as of May 2026

- Check Request Form
- Invoice with PO Form
- Quick Pay Form
- Multiple Payment Form
- Purchase Requisition Form
- Change Order Form

#### When to Use

- When multiple conditions need to be evaluated together
- When you want to reduce the number of workflow steps
- When maintaining many separate groups becomes difficult

#### Example

| Rule | Condition | Approver |
| --- | --- | --- |
| 1 | Amount greater than or equal to $10,000 | Department Head |
| 2 | Account equals 540000 | Specific User |
| 3 | Fund equals 401 AND Amount greater than or equal to $50,000 | Entity Manager |

#### Key Difference From Other Group Types

| Traditional Approach | Rules-Based Approach |
| --- | --- |
| Multiple groups | One group |
| Multiple steps | Fewer steps |
| Logic spread out | Logic centralized |

#### Important Limitations

- Only supports the listed fields. No Project, Vendor, or PO conditions.
- Only available on supported forms listed above
- Should not replace simpler groups when the logic is straightforward

---

### 5.8 Workflow Group Support by Form

Not all Workflow Group types are supported across all forms. Use the tables below to confirm which group types are available for each form.

Checkmark = Supported. Blank = Not supported.

---

#### Payments

| Form | User Approval | Threshold | Entity and Org | Project and Grant | Vendor | PO Number | Rules-Based |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Check Request | Yes | Yes | Yes | Yes | Yes |  | Yes |
| Invoice with PO Approval | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
| Quick Pay | Yes | Yes | Yes | Yes | Yes | Yes | Yes |
| Multiple Payment | Yes | Yes | Yes | Yes |  |  | Yes |
| Multiple Vendor Payment | Yes | Yes |  | Yes | Yes | Yes |  |
| Individual Payment | Yes | Yes | Yes | Yes |  |  |  |
| Special Payment | Yes | Yes | Yes | Yes |  |  |  |
| P-Card | Yes | Yes |  | Yes |  | Yes |  |
| Customer Refund | Yes | Yes |  |  |  |  |  |
| Individual Refund | Yes | Yes |  |  |  |  |  |
| Void and Reissue | Yes | Yes |  |  | Yes |  |  |

---

#### Employee Reimbursements

| Form | User Approval | Threshold | Entity and Org | Project and Grant | Vendor | PO Number | Rules-Based |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Employee Reimbursable Expenses | Yes | Yes |  | Yes |  |  |  |
| Other Reimbursable Expenses | Yes | Yes |  | Yes |  |  |  |
| Out of County Travel Adjustment | Yes |  | Yes |  |  |  |  |

---

#### Purchasing

| Form | User Approval | Threshold | Entity and Org | Project and Grant | Vendor | PO Number | Rules-Based |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Purchase Requisition | Yes | Yes |  | Yes | Yes |  | Yes |
| Change Order | Yes | Yes |  | Yes | Yes |  | Yes |
| PO Rollover | Yes |  |  | Yes | Yes |  |  |
| Vendor Credit Memo | Yes | Yes |  | Yes |  |  |  |

---

#### Billing, AR and Cashiering

| Form | User Approval | Threshold | Entity and Org | Project and Grant | Vendor | PO Number | Rules-Based |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Customer Invoice | Yes | Yes | Yes | Yes |  |  |  |
| Quick Invoice | Yes | Yes |  | Yes |  |  |  |
| Mass Invoice Creation | Yes | Yes |  | Yes |  |  |  |
| Invoice Adjustment | Yes | Yes |  |  |  |  |  |
| Cash Receipt | Yes | Yes |  |  |  |  |  |
| Bulk Cash Receipt | Yes | Yes |  |  |  |  |  |

---

#### Special Payment Forms

| Form | User Approval | Threshold | Entity and Org | Project and Grant | Vendor | PO Number | Rules-Based |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Tax Distribution | Yes | Yes | Yes | Yes |  |  |  |
| Fiserv Refund | Yes | Yes | Yes |  |  |  |  |
| Jury Check Registry | Yes | Yes |  |  |  |  |  |
| Tax Certificate Redemption Check | Yes | Yes |  |  |  |  |  |
| Tax Certificate Redemption ACH | Yes | Yes |  |  |  |  |  |

---

#### Budgeting

| Form | User Approval | Threshold | Entity and Org | Project and Grant | Vendor | PO Number | Rules-Based |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Budget Amendment | Yes |  | Yes |  |  |  |  |

---

### Important Notes

- User Approval Groups are supported across all forms
- Rules-Based Workflow Groups are currently limited to select forms as of May 2026
- If a workflow group type is not supported for a form, it will not appear as an option in Forms Workflow

### Need Help

If you have questions about Workflow Group types, 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

 

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