Feature Overview
Card request workflows allow you to set up multi-step approval processes for card orders. You can define rules based on the card amount and assign required approvers for each step.
A default workflow is provided, where approval is required from the cost center manager, but you can delete it if needed. Additionally, you can now create multiple verification workflows based on the amount of the card request, allowing for more flexibility in the approval process. Every user who can access the Spend module for the entity can now be involved in these workflows.
Workflow set-up
Access Account Payable: Open the AP Module on Agicap
Access the Spend Module: Open the expenses settings by clicking the bars on the top right to display the different options.
Card Request Verification Workflows: Select the option to create a new workflow or delete an existing one.
Set Approval Rules: Assign one or more approvers to each step; then enter the card amount criteria to trigger different workflows. If multiple people are assigned to a step, all of them must approve the request.
Save the Workflow: Confirm your setup, and the new rules will apply to future card requests. Note that changes to workflows are not retroactive and will not affect card requests created before the changes.
Approval Process
Multi-Step Approval: If a step has multiple approvers, every designated user must approve the request.
Spend Admin Restrictions: Users with Spend Admin or “Can manage all purchase requests” rights cannot override the designated approvers.
Card Creation Rights: If the final approver lacks the "Can manage cards on Swan" permission, the workflow will mark the request as approved, but the card won’t be auto-created. Instead, it appears in the "Card to Create" tab for users with card creation rights.
Overlapping Workflows: If a card request fits the criteria for two workflows, the system will apply the workflow with the oldest creation date.
Permissions
To manage card request workflows, you need the "Can manage all purchase requests" permission, which allows you to:
Create and delete workflows.
View all card requests.
Approve card requests not linked to a workflow.
This permission is granted by default to users with the Administrate Spend role, but it is not automatically assigned to new users. If needed, administrators can assign this permission manually.
💡 Tips
Plan Ahead: Define clear approval steps and thresholds to avoid delays in the card request process.
Review Permissions: Ensure all approvers and admins have the necessary rights, especially the "Can manage cards on Swan" permission.
Monitor Requests: Use the "Card to Create" tab to track approved requests that require manual card creation.
❓ FAQ
Why is my card request approved, but no card is created?
If the final approver lacks the "Can manage cards on Swan" permission, the request is approved, but the card is not auto-created. The request then appears in the "Cards to Create" tab for users with the proper permission.
What happens if my card request fits two workflow criteria?
When a card request qualifies for two workflows, the system applies the oldest workflow based on its creation date, regardless of subsequent changes.
How do I obtain permissions to manage all purchase requests?
Users with the Administrate Spend role are automatically granted the "Can manage all purchase requests" permission. For new users, ask your administrator to assign this permission if needed.