--- title: "Workflow Screen" slug: "workflow-screen" tags: ["Area - Administration", "Area - Estimating", "Language - English", "Role - Branch Admin", "Industry - Landscaping", "Type - Reference", "Skill Level - 1 (Beginner)", "Role - System Admin"] updated: 2026-11-13T18:22:33Z published: 2026-11-13T18:22:33Z canonical: "guide.youraspire.com/workflow-screen" excludeFromExternalSearch: true --- > ## Documentation Index > Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt > Use this file to discover all available pages before exploring further. # Workflow Screen ## 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](https://guide.youraspire.com/docs/en/setting-up-purchasing-approval-workflows-in-aspire). - If **Enhance Branch Admin Security** is turned on, branch administrators can manage workflows only for branches they have access to. ## Workflow details ![Workflow screen showing the Active toggle, Workflow Name, Branch, Workflow Type, Division, and Approval Email fields.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/New Workflow Screen.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A15Z&se=2026-11-15T02%3A27%3A15Z&sr=c&sp=r&sig=cN4OBrN0ZpLbh3AeT4iyre29DV3zzSUrov5O06Jkk9c%3D) | 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. ![Steps section of a workflow with the add icon and a step listing Step Number, Step Name, Approver, and Value.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Workflow_Screen_Steps_Section_Add_Icon_Nov2026.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A15Z&se=2026-11-15T02%3A27%3A15Z&sr=c&sp=r&sig=cN4OBrN0ZpLbh3AeT4iyre29DV3zzSUrov5O06Jkk9c%3D) | 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. ![Workflow Step screen showing the Name, Approver, and Threshold Value fields and the Notification Email section.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/Workflow_Step_Screen_Approver_Nov2026.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A15Z&se=2026-11-15T02%3A27%3A15Z&sr=c&sp=r&sig=cN4OBrN0ZpLbh3AeT4iyre29DV3zzSUrov5O06Jkk9c%3D) | 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: - **Sales Rep** — The **Sales Rep** on the opportunity. - **Account Owner** — The **Account Owner** on the property the opportunity was created for. - **OPS Manager** — The **Ops Manager** on the opportunity. - **Branch Manager** — The **Branch Manager** set for the branch in **Administration > Organization > Branches**. - **Select User** — A specific employee you choose from a second list. | | 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. | ![Approver dropdown listing Sales Rep, Account Owner, OPS Manager, Branch Manager, and Select User.](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/image-1794593567078.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A15Z&se=2026-11-15T02%3A27%3A15Z&sr=c&sp=r&sig=cN4OBrN0ZpLbh3AeT4iyre29DV3zzSUrov5O06Jkk9c%3D) > [!WARNING] > **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](https://guide.youraspire.com/docs/en/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. ## Related articles - [Workflow Search List Screen](https://guide.youraspire.com/docs/en/workflow-search-list-screen) - [Opportunity Action Menu Reference](https://guide.youraspire.com/docs/en/opportunity-options-menu-reference) - [Understanding Default User Roles and Adding New Roles](https://guide.youraspire.com/docs/en/understanding-default-user-roles-and-adding-new-roles) - [Setting up Purchasing Approval Workflows](https://guide.youraspire.com/docs/en/setting-up-purchasing-approval-workflows-in-aspire)