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The Expense Report template is a  workflow that routes from an employee to his/her manager for approval and optionally the CFO if the PO is greater then $2,500. Finally, it routes to Finance for payment.

Employee > Manager > CFO (conditional) > Finance

The video at right guides you through installing and using this template or you can follow the steps below.

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Install and try out the Expense Report template in less than 10 minutes. Follow the Tutorial Video by clicking on the image above.

...

Expand
titleStep 2. Upload the Purchase Order Expense Report Template
  1. Click this link to download the template and save it (ExpenseReport_app.zip).
  2. Logout of the tenant admin account and login as f_designer@<replace with your tenant id> (this user was created by the previous step).
  3. Click the  Upload icon at the top of the Applications page.
  4. Leave all checkboxes unchecked and upload the ExpenseReport_app.zip file.
  5. Click the Edit button for the Expense Report application that was created and click the Flows button at left.
  6. Click the  Deploy icon for the Expense Report workflow.
Expand
titleStep 3. Create a Space

A space is a built-in portal that's very easy to create and makes it easy to test your workflow.

  1. Make sure you have deployed your workflow at the end of Step 2 above.
  2. Click the Spaces link at left. Click the Image Modified New icon.
  3. Enter Portal as the Space Id and click Create. Make sure the Space Id is the string Portal exactly.
  4. Click the Image Modified Edit icon on the Space Home page. 
  5. Click the Image Modifiedicon to hide the left panel.
  6. Click the Image Modified save and exit icon to save the changes to your space.
  7. Click the Image Modified Share icon. Copy the share URL for your space and save it.
  8. Logout of the f_designer account.

Use Template

Click each step below to expand it.

Expand
titleStep 1. SalespersonEmployee
  1. Go to the space you just created using the URL you copied in Step 3 of the installation above.
  2. Click Login and login as f_tom@<replace with your tenant id>.
  3. Select the Purchase Order Expense Report workflow from the Purchase Order Expense Report menu.
  4. In the form that shows up, fill in the required fields.
  5. Make sure to use an email address that you have access to.
    6. Make .
    1. The Table columns change (become enabled/required) depending on the expense category.
    2. Summary information of expenses by category is also shown below.
  6.  Make sure that the Grand Total is less than $10,000 otherwise the workflow will route to the VP for additional approval$2,500 so that we skip the CFO approval step.
  7. Sign the Section and click Send to Manager. The workflow is routed to Tom's manager Jerry (f_jerry) and a notification email is sent.
  8. Logout.
Expand
titleStep 2. Manager
  1. Check your email and click on the link to the space above or simply go to the URL you copied in Step 3 of the installation above.
  2. Login as f_jerry@<replace with your tenant id>.
  3. Select Important Items > Task List. You should see the Purchase Order Expense Report created above.
  4. Click the  Perform icon.
  5. Review the order expenses (you cannot edit itchange them), enter a Comment and Sign it.
  6. Click the Send to Client Finance button and logout.
  7. The workflow is routed to the Client email address you entered aboveFinance since the Grand Total is less than $2,500.
    1. If the total is greater than $2,500, you will have to perform these same steps again as the CFO (f_ed@<replace with your tenant id>).
Expand
titleStep 3. ClientFinance
  1. Check your email and click on the link to the space above or simply go to the URL you copied in Step 3 of the email. If you do not receive an email, make sure that the Grand Total was less than $10,000.
  2. The Purchase Order will show up immediately. You do not need to login.
  3. Review the information, accept the PO, sign and click Send to frevvo Inc.installation above.
  4. Login as f_sue@<replace with your tenant id>.
  5. Select Important Items > Task List. You should see the Expense Report in your task list.
  6. Click the Image Added Perform icon.
  7. Enter payment details in the Finance section and sign it.
  8. Click the Finish button and logout.
  9. The workflow is now complete.

 

Two separate emails are generated when the workflow ends.
Expand
titleStep 4. View final PDFs sent in email

The

Salesperson

employee (Tom)

receives

will receive an email

with

when the

PO attached

workflow ends.

The

Client receives a different email with the PO attached as a receipt

email will have the Expense Report PDF attached for reference.