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How to Create a Custom Workflow [Claims]

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Learning Center Mekari
  • Updated

In the Workflow menu under Mekari Expense Settings, the Admin/superadmin role can set up a series of workflows custom based on the amount. In this menu, you can configure approvals based on department and/or branch, transaction type, and policy category in a custom way. 

Important
Make sure you have read and understood the Overview of the Workflow Menu before starting to learn this guide.

You can first learn about:
[Blog] Understanding the basics of workflow from Flowchart and Its Uses for Business

Here is the guide on how to create a Custom Workflow.

  1. Select the Workflow menu and click the "Claims" tab.
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  2. Then select the "Custom" tab. Then, click “Create custom workflow”.
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  3. The Create custom workflow page will appear on your screen. Fill in the empty fields in Step 1: Workflow criteria.
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    Description:
     

    No. Field Name Description
    1. Basic info Enter the workflow name in the available empty field.
    2. Select transaction type

    You can choose from 3 (three) transaction type options:

    • All type: All transaction types
    • Reimbursement: Reimbursement transaction type only
    • Cash advance: Cash advance transaction type only
    3. Add member In Organization and Branch, there are options available in each dropdown. Select one in each field or add a member by clicking “+Add member”.
    4. Select category Choose one Category Policy.


     

  4. Then, select “Continue” to proceed to Step 2: Approval rule.
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  5. Select “+Add approval rule”.
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  6. Enter the maximum transaction amount as you wish in the If amount is up to. You can also set the maximum limit according to policy by checking the Maximum limit checkbox.
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  7. You can choose Need approval or No need approval.
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    A. Need approval: You can select Need approval to provide approval or approval levels in the workflow. The following dropdown will appear when you select Need approval.
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    Description:
     

    No. Button Name Description
    1. Delete Step Button to delete a step that has been created. This button can be used when there are 2 or more approval levels.
    2. Select Approver Dropdown button to select an approver.
    3. Delete Approver Button to remove a selected approver.
    4. +Add backup approver Button to add a backup approver.
    5. +Add step Button to add a step, so the approval process becomes layered. 


    B. No need approval: Select No need approval if the transaction submission does not require any approval at all.

  8. Click “Add”.
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  9. Then, you will see a display like the following. You can add an approval layer by clicking “Add approval layer”, edit (edit) or delete (delete) an approval layer by clicking “Action”. Click, “Finish” if the workflow design is complete.
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  10. The workflow has been completed. You can see all workflows that have been completed on the initial Workflow display.
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    You can perform Edit and Delete workflow by clicking the dropdown “Actions” on the list you want to modify or delete.
    - A workflow cannot be deleted if there are ongoing requests that have not been approved.
    - A workflow that has been edited will apply to new requests after the workflow is changed, and will not apply to workflows that are currently in the request process.

That is the guide on how to create a custom workflow in Mekari Expense.