Overview
Use the Workflow screen to set up an approval workflow for contract or work order estimates. A workflow requires an approver to review an estimate before it moves to Approved and you can deliver the proposal to your customer. Each workflow has one or more steps, and each step sets a dollar threshold and the approver for estimates at or above that amount.
To open the Workflow screen, go to Administration > Estimating > Workflows, and then select a workflow or select New.
Things to know
Approvers aren't based on user roles. When you choose an approver type, such as Branch Manager, Aspire uses the person listed in that field on the branch, property, or opportunity. To route approval to one person, choose Select User.
The Steps section appears after you save a new workflow for the first time.
Only one step applies to each estimate. Aspire checks steps in order and stops at the first step whose threshold the estimate meets.
Role hierarchy affects who can approve. A Role Hierarchy Value of 1 has the most authority, and higher numbers have less.
This article covers Contract and Work Order workflows. For Purchasing workflows, visit Setting up Purchasing Approval Workflows.
If Enhance Branch Admin Security is turned on, branch administrators can manage workflows only for branches they have access to.
Workflow details
Field | Description |
|---|---|
Active | Turns the workflow on or off. A workflow applies to estimates only while it's active. |
Workflow Name | Required. The name that identifies the workflow on the Workflows search list. |
Branch | Required. The branches the workflow applies to. Select one or more branches, or All Branches. |
Workflow Type | The type of opportunity the workflow applies to: Contract or Work Order. Purchasing is also available if your company uses Purchasing approval workflows. |
Division | Optional. Limits the workflow to estimates for one division. Leave it blank to apply the workflow to all divisions. |
Approval Email | The Subject (required) and message body of the email Aspire sends to the opportunity's sales rep when the estimate is approved. Select the search icon to insert email tokens. |
Denial Email | The Subject (required) and message body of the email Aspire sends to the opportunity's sales rep when the estimate is denied. Select the search icon to insert email tokens. |
Save | Saves the workflow. |
More actions (...) > Delete | Deletes the workflow. To stop using a workflow that's already been used on opportunities, turn off Active instead. |
Steps section
The Steps section lists the approval steps for the workflow. Select the add icon (+) to add a step, or select a step to edit it.
Column | Description |
|---|---|
Step Number | The order Aspire checks the steps in. Steps are numbered in the order you create them, and you can't change the number later. |
Step Name | The name of the step. |
Approver | The approver type or specific user who approves estimates at this step. |
Value | The step's threshold value. |
Workflow Step screen
The Workflow Step screen opens when you add or select a step.
Field | Description |
|---|---|
Name | Required. A descriptive name for the step, such as "Branch Manager Approval." |
Approver | Required. Who approves estimates at this step. Choose an approver type or a specific user. Approver types aren't based on user roles. Instead, Aspire uses the person listed in a matching field for the opportunity being approved:
|
Threshold Value | Required. The estimate total that triggers this step. The step applies when the estimate is greater than or equal to this value. A threshold of $0.00 applies to every estimate. |
Notification Email | The Subject (required) and message body of the email Aspire sends the approver when an estimate needs their approval. Select the search icon to insert email tokens. |
Save | Saves the step and adds it to the workflow. |
Important: Before you use an approver type, make sure the matching field is filled in on your branches, properties, and opportunities.
Additional details
How Aspire chooses the approver
When someone marks an estimate complete, Aspire uses the most specific active workflow that matches the opportunity's type, branch, and division. Then it checks the workflow's steps in step-number order:
The first step whose Threshold Value the estimate meets sets the approver. Aspire doesn't check the remaining steps.
The opportunity moves to Pending Approval, and Aspire sends the step's notification email to the approver and adds an alert to their Aspire toolbar.
If the estimate doesn't meet any threshold, it moves straight to Approved.
Because Aspire stops at the first matching step, create your steps from the highest threshold to the lowest.
Example
A workflow has two steps:
Step 1 — Threshold Value $5,000.00, approver Select User: Bob Builder
Step 2 — Threshold Value $500.00, approver Branch Manager
Estimate total | What happens |
|---|---|
$7,500 | The estimate meets Step 1, so Bob Builder receives the notification. Aspire doesn't check Step 2. |
$2,000 | The estimate doesn't meet Step 1, so Aspire checks Step 2. The branch manager receives the notification. |
$300 | The estimate doesn't meet either threshold, so it moves straight to Approved. |
How role hierarchy affects approval
If the person who completes the estimate has a role with more authority than the step's approver, the estimate may be approved automatically.
Users whose role has more authority than the approver can also approve the estimate, but they don't receive the notification email.
If one of these users selects Approve and another step in the workflow has an approver with more authority than they do, the estimate stays in Pending Approval and moves to that approver.
To learn more about role hierarchy, visit Understanding Default User Roles and Adding New Roles.
After the approver responds
The approver selects Approve or Deny from the opportunity's actions menu. The opportunity moves to Approved or Denied, and Aspire sends the workflow's approval or denial email to the sales rep.