Workday Finance: Approval Flow

Last Updated: 09/26/2017

How were the business process approval flows designed?

  • Stakeholders from the entire University have worked together throughout the Workday Finance Project to lay the groundwork for streamlined approval flows that:
    • Ensure accountability and empowerment
    • Support compliance and internal controls
    • Provide consistency across the University
    • Remove non-value added steps in the business process
  • Although the approval flow for each business process is different, these core concepts provided a strong framework for the Finance Advisory Councils (FACs) and the project team as they developed the approval flows.

With shortened approval loops, how will others be made aware of purchases and other business processes?

  • Workday uses notifications to make others who are not approvers aware of purchases and other business processes that have been fully approved and completed.

When notifications are sent to a person’s Outlook email, will it send a reminder email until the task gets completed?

  • In Workday, notifications are not "calls to action." Notifications simply inform someone that an action has occurred. However, Inbox items do require action. At this time, notifications for Finance business processes have been configured to send only one time.

Why can’t I see notifications for all my purchases or other business processes?

  • This depends on the approval flow for each specific business process and whether you have a role that is involved in approving that business process.
    • Example 1: If you have a role to approve a business process, you will not be able to see it in Workday until it comes to you for approval.
    • Example 2: If you do not have a role to approve a business process, you will not be able to see the transaction until it is fully approved and completed.
    • Example 3: If more than one person holds the role (e.g. Cost Center Manager), and the other person approves the business process, you will not be able to see it until it is fully approved and completed.