Workflow Management Basics

Workflow in Aclarian is the path a form follows to get approved. It helps make sure requests are reviewed by the right people before they are finalized.

This article explains where workflows are configured, how approvers are assigned, and what happens after a form is submitted for approval.

Important
Only users with access to the Workflow Management module can update approval workflows.

If you do not see these options in your system, your role likely does not include that access.

Where workflow is configured

To configure workflow:

1. Go to Workflow Management.
2. Select Data Management.
3. Open Forms Workflow.

This is the main area where workflows are managed.

How workflow is assigned

Workflows are assigned one form at a time.

To update a workflow:

1. Select the module you want to manage, such as Payments.
2. Choose the specific form from the form list.
3. Select the number of approvals required.
4. Choose the approver for each approval step.

For example, if you want to update approvals for the Check Request Form, you must open that specific form and configure its approval steps.

Approver options

There are three common ways to assign approvers in Aclarian.

Workflow Groups

Workflow Groups are predefined groups of approvers created in advance.

These groups can be used for standard approval routing or more advanced approval logic, such as threshold based approval groups.

For example, a threshold workflow group may only receive the form if the dollar amount reaches a specified amount.

Note
Sometimes a workflow group is configured in the approval path but is not relevant to a specific form submission.

In that case, the form skips that group automatically.

If the skipped group is in the first approval position, the form may appear to move directly from Submitted to Second Approval.

This is expected behavior and does not indicate an error.

Role based approvers

Role based approvers include assignments such as:

• Entity Managers
• Department Heads
• Supervisors

These are not selected by individual name in the workflow setup. Instead, they are managed through User Management, and Aclarian automatically routes the form to the user assigned to that role.

Specific user approvers

A workflow step can also be assigned to a specific person. In this case, you select the individual user by name.

How to view approvers on a form

To see which approvers are assigned to a specific form:

1. Open the form.
2. Scroll to the Approvers section near the bottom.
3. Select the caret dropdown.

There, you can review:

• Which approvers or approval groups are assigned
• Which approver or group is currently responsible for the form
• The date and time of any completed approvals

What happens when a requester submits a form

A requester completes a form, such as a Check Request Form, in the appropriate module.

When the requester clicks Save, the form is stored in Draft status.

What Draft status means

A draft form is saved, but workflow has not started yet.

While the form is in Draft status, the requester can:

• Reopen the form
• Edit the form
• Save it again
• Delete it, if needed

Draft forms can also be found through Form Search.

To locate a draft form:

1. Go to Form Search.
2. Select the module, such as Payments.
3. Select the form type, such as Check Requests.
4. View Active forms.

When workflow begins

Workflow begins when the requester clicks Submit for Approval.

At that point:

• The form moves into the first approval step
• The requester can no longer edit or delete the form
• The form waits for action from the approver

What the approver sees

When the approver logs in, the request appears on their dashboard under the related module.

The approver opens the form, reviews the details, and chooses one of the available actions.

Approver actions

Approve

If the form is correct, the approver can approve it and allow it to move to the next approval step or to completion.

Decline

If the form should not move forward, the approver can decline it.

Declining stops the workflow completely. The form is then stored under Denied forms in Form Search.

Send back for changes

If the form needs updates, the approver can add a comment and send it back to the requester.

For example, the approver may ask the requester to correct an account selection or update other information.

What happens when a form is sent back

If a form is returned for changes, the requester sees it on their dashboard with a status such as Needs Your Action.

This means the requester must:

1. Open the form
2. Make the required changes
3. Save the form
4. Submit it for approval again

After resubmission, the form returns to the approval queue.

When the workflow is complete

Once all approvals are completed, the form moves to Completed status.

This means the workflow process is finished.

Automatic routing by organizational role

Aclarian can route approvals automatically based on assignments in User Management.

Examples include:

• Entity Managers
• Department Heads

For example, if a user is assigned as the Entity Manager for a specific fund, forms using that fund can automatically route to that user for approval.

This helps ensure requests are reviewed by the correct person based on the organization’s structure.

Summary

Workflow Management in Aclarian controls how forms move from submission to approval. Each form has its own workflow setup, and approvers can be assigned through workflow groups, organizational roles, or specific users. Once a form is submitted, it moves through the approval path until it is approved, denied, or sent back for changes. This process helps ensure requests are reviewed accurately and consistently.

Need help?
If you have questions about Workflow Management or approval routing, contact the Aclarian Client Support team for assistance.

• Email: clientsupport@aclarian.com
• Contact your assigned Customer Support liaison