Workflows

XBuddy Workflows lets you automate approval processes and business rules across every module — without writing code. From invoice approval to leave requests, define the rules once and let the system enforce them every time.

Key Features

• Visual workflow builder with trigger, condition, and action steps
• Pre-built templates for common approval flows (invoices, expenses, leaves, POs)
• Multi-level approval chains with escalation rules
• Conditional branching based on record values (e.g. amount, department, role)
• Approval via email, mobile push, or in-app notification
• Audit trail of every approval decision with timestamp and comment
• Integration with all modules that have approvable records

Getting Started

1. Go to Settings → Workflows and choose a pre-built template to start from
2. Configure the trigger (e.g. Invoice submitted for approval)
3. Set the conditions (e.g. amount greater than 5,000,000 VND)
4. Define the approver chain (e.g. direct manager, then Finance Director)
5. Activate the workflow and test it with a sample record

Workflows & Processes

Workflow Execution Lifecycle

1. Trigger fires — Record created or updated; system evaluates trigger conditions (e.g., “Invoice created AND status = Draft”)
2. Condition evaluation — If conditions match, workflow activates; checks branches (IF amount > 10M THEN path A, ELSE path B)
3. Task assignment — System identifies approvers (manager, department head, role-based) and sends notifications
4. Approval actions — Approver receives email/in-app notification; opens approval modal with context
5. Decision record — Approval/rejection recorded with timestamp, approver ID, and optional comments
6. Post-approval action — If approved: record status changes to “Approved”; if rejected: status → “Rejected”, notifications sent
7. Escalation — If no response within SLA (e.g., 24 hours), workflow escalates to skip-level manager

Conditional Branching Example: Invoice Approval

TRIGGER: Invoice submitted for approval
├─ IF amount ≤ 5M VND
│  └─ THEN: Approve automatically (no human needed)
├─ ELSE IF amount > 5M AND ≤ 20M
│  └─ THEN: Route to Department Manager approval
├─ ELSE IF amount > 20M
│  └─ THEN: Route to Finance Director → then CFO (serial chain)

Integration Points

• Finance Module — Invoice, expense claim, and bill approval workflows; payment triggered after approval
• Procurement Module — Purchase request and PO approval workflows; vendor order sent after final approval
• HR Module — Leave request, expense reimbursement, and promotion approval workflows
• Manufacturing Module — Production order release and rework authorization workflows
• Quality Module — NCR (non-conformance) approval and CAPA completion sign-off workflows
• All modules — Any record with “approval” step can use workflows (no custom development needed)

FAQ

Q: Can I set up multiple approval chains (serial and parallel)?
A: Yes. Serial: A → B → C (sequential); Parallel: A AND B AND C (all must approve); Mixed: (A AND B) → C (groups then individual).

Q: What happens if an approver goes on leave?
A: Manually reassign pending approvals to a delegate, or set up delegation rules in HR so workflows auto-route to delegate during absence periods.

Q: Can I add a comment or annotation during approval?
A: Yes. Approvers can add comments which are recorded and visible to the next approver and the initiator. Comments are archived with the approval record.

Q: How long are approval notifications sent?
A: By default, daily until approved or escalated (configurable). Escalation happens at SLA threshold (24 hours default) to ensure timely decisions.