Configure Approval Workflows in Tyms for Better Control and Oversight

Approval workflows in Tyms help ensure that specific transactions (such as expenses or Sales) are reviewed and approved before they are finalized. This brings structure, transparency, and accountability to your financial operations.

When to Use Approval Workflows

Use an approval workflow when you want certain transactions, based on amount, department, branch or other criteria to be reviewed and authorized by designated approvers before posting.

Step-by-Step Guide

1.  Log in to Your Tyms Account: Access your account using your credentials.
2. Go to Settings: From the menu bar, click on Settings and select Approval Workflow.
3. Create a New Workflow: Click on "New" to start creating a new workflow. You’ll be redirected to a new page.
4. Fill in the Workflow Details:
   • Workflow Title: Enter a descriptive name (e.g., Expenses Above 50k).
   • Module: Choose the module where this approval rule will apply, e.g., Expenses, Revenue, etc.
   • Conditions: Define the rules that trigger the approval workflow.
     • If no condition is selected, the rule will apply to all transactions in the selected module.
     • If conditions are set, the workflow will only run when those specific conditions are met.

How to Set Conditions

1. Match Type

• All Conditions Must Be Met (ALL): Every condition must be true for the workflow to trigger.
• Any Condition Can Be Met (ANY): The workflow will trigger if at least one condition is true.

2. Define Each Condition

Each condition has five components:

• Type: The attribute to check, e.g., Amount, Branch, Project, Department, Account.
• Condition: The logic to apply, based on the selected Type, e.g.:
  • If Amount is selected: Equals, Greater than, Less than.
  • If Department is selected: Is exactly, etc.
• Value: The specific value to check against, e.g.
  • Amount > 100000 or = 100000

  • Department = HR

    You can add multiple conditions by clicking Add new line.

3. Set Approvers

When configuring an approval workflow in Tyms, you can define which users are responsible for approving transactions and how the approval process should be handled.

Approval Criteria

You can choose between two approval methods:

• All Must Approve: Every selected approver must approve the transaction before it is marked as approved.
• At Least One Can Approve: Only one of the selected approvers needs to approve for the transaction to be finalized.

Understanding Approver Hierarchy (For "All Must Approve")

When using All Must Approve, approvals follow a strict sequence:

• Approval flows in the order in which the approvers are listed.
• Each approver will see the transaction in their Tasks tab only when it’s their turn in the sequence.
• The transaction moves from one approver to the next until all required approvals are completed.
  Example: If your workflow has the following approvers:

1. Approver A (First Hierarchy)
2. Approver B
3. Approver C

The process will work as follows:

• Approver A receives and approves the transaction first.
• Then it moves to Approver B.
• After Approver B approves, it moves to Approver C.
• Based on the hierarchy, the task comes to an approver only when the approver before them has approved. If they rejected, it goes to the initiator to make changes
• Only when all three have approved will the transaction status be updated to Approved for the initiator.

Using "At Least One Can Approve"

When this option is selected:

• All listed approvers are notified at the same time.
• The first approver to take action completes the approval process.

• Once any one of the approvers approves, the transaction is marked as Approved.

  Best Practices

• Arrange approvers in the correct order if using All Must Approve to ensure smooth approval flow.
• Use At Least One Can Approve when speed and flexibility are more important than strict approval sequencing.

4. Schedule Reminders

You can enable reminders for approvers to take action on pending approvals. This helps speed up the process and ensures accountability.

With approval workflows, you can enforce checks and balances within your organization. Whether it's expenses over a certain threshold or department-specific transactions, Tyms allows you to tailor approval processes to your internal policies.