During setup and further into your Zahara journey, certain queries pop up most often. Our goal when we created Zahara was to create an infinitely customisable AP automation system, and though incredibly useful in the early days, you can sometimes get lost.
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6 most common workflow-related questions we get asked:
1) “How do we set conditions?”
When creating a workflow, (by going to Business > Settings > Divisions > Workflows), you will be presented with lots of variables to fully customise your workflow.
2) “How do we set auto workflow and/or select from the list?”
If you’re not an admin, your settings will already be automatic.
If you have full permissions, you can choose from all available workflows from the drop-down.
3) “How do we set Ad-Hoc approvals?”
Go to the Business menu, click ‘settings’, and then ‘Workflows’. Then, you can select the users who can send invoices for ad hoc approval.
Set the ‘Reply to’ address and the ‘From address’. Then change the subject to Ad Hoc Invoice Approval Request.
4) “How do we set up group approvals?”
Add a workflow step where you select ‘Group Approvers’. You will then be given the choice of three different settings:
Broadcast- Every approver in the workflow gets an email. Whoever gets there first can approve.
Round Robin- Take turns to approve.
Dynamic—To determine who to send it to, we’ll consider who is the fastest approver, who is absent, and who has the fewest approvals to complete.
5) “How do we set absence and delegates?”
Let’s start with absences. First, click the ‘help’ icon (?), and scroll to absence settings. You can then enable the absence and set the days you’ll be away.
To set delegates, go to the Business menu, click ‘Settings’, and then ‘Purchase Orders’. Then click the option ‘Prevent users from approving their purchases’.
For example, if you want to stop the CEO from approving their own purchases, you could select the CFO as a delegate.
6) ” How do we set up an approval reminder?”
Once again, go to the Business menu. Go to Settings and then Workflows. You’ll find a button labelled ‘Enable Digest Email’—just click it! You can customise the time of day and how often you receive these emails.
Hopefully, that’s a couple of questions ticked off for you! What would you like us to focus on next time? We want you to get the absolute most out of Zahara and benefit from full functionality, so if there’s any aspect you’re unsure about, do leave us feedback in the comments, and we’ll prepare the answers for next time.
