Workflow Templates
Templates are pre-built workflows for the most common business scenarios. Instantiating a template gives you a working rule in seconds; you then adjust its conditions, approvers, and thresholds to fit your organisation.
How to instantiate a template
Step 1 — Open the gallery
Go to Workflow → Workflows and click New from Template. Templates are grouped by domain (Finance, Sales, HR, Procurement, and more).
Step 2 — Pick a template
Select the scenario closest to your need. A preview shows the trigger, conditions, and actions it will create.
Step 3 — Adjust
The template opens in the Builder pre-filled. Change the threshold numbers, swap approver roles for your own, and refine conditions. Confirm the required feature toggles are on.
Step 4 — Test and activate
Run a sample record, verify the routing, then set the workflow Active.
A template is just a starting point — once instantiated it is an ordinary workflow. Edit or delete it freely without affecting the original template.
Finance templates
| Template | Trigger | Condition | Action | App |
|---|---|---|---|---|
| Invoice overdue reminder | On status change (unpaid) | daysOverdue >= 1 | Notify AR owner + schedule reminder | Finance |
| Invoice approval chain | On status change (submitted) | amount > threshold | Create approval: Finance Mgr → CFO | Finance |
| Bill 3-way check hold | On create | mismatch == true | Set field onHold, notify AP | Finance |
| Expense auto-route | On status change (submitted) | amount > 5,000,000 | Create approval: Manager | Finance |
| Credit note approval | On create | always | Create approval: Finance Mgr | Finance |
Sales templates
| Template | Trigger | Condition | Action | App |
|---|---|---|---|---|
| Discount approval | On update | discountPercent > 15 | Create approval: Sales Mgr (price approval) | Sales / CRM |
| Deal won → create contract | On status change (won) | stage == "won" | Auto-execute: create contract, notify legal | CRM |
| Large sales order review | On status change (submitted) | amount > so_threshold | Create approval: Finance → Sales Director | Sales |
| Quote submitted | On status change (submitted) | always | Create approval: Sales Mgr | Sales |
HR templates
| Template | Trigger | Condition | Action | App |
|---|---|---|---|---|
| Leave approval | On status change (submitted) | always | Create approval: Direct Manager | HR |
| Multi-level leave | On status change (submitted) | days > 5 | Create approval: Manager → HR (serial) | HR |
| Overtime request | On create | always | Create approval: Direct Manager | HR |
| Onboarding checklist | On create (new hire) | always | Assign tasks, notify HR + IT | HR |
| Salary adjustment | On create | always | Create approval: HR Director → CEO | HR |
Procurement templates
| Template | Trigger | Condition | Action | App |
|---|---|---|---|---|
| PO approval chain | On status change (submitted) | amount > po_threshold | Create approval: Dept Head → Procurement | Procurement |
| 3-way match hold | On create (GRN vs PO vs Bill) | quantityMismatch OR priceMismatch | Set field matchHold, notify buyer | Procurement |
| RFQ approval | On status change (submitted) | always | Create approval: Procurement Mgr | Procurement |
| Vendor onboarding | On create (new vendor) | always | Create approval: Procurement → Legal | Procurement |
Operations & quality templates
| Template | Trigger | Condition | Action | App |
|---|---|---|---|---|
| Work order release | On status change (planned) | status == "planned" | Create approval: Production Mgr | Manufacturing |
| NCR escalation | On update | severity == "high" | Notify Quality Mgr, create task | Quality |
| Inventory write-off | On create | value > 0 | Create approval: Warehouse → Finance | Inventory |
| Asset disposal | On create | always | Create approval: Asset Mgr → Finance | Assets |
Choosing between a template and a policy
Some scenarios (thresholds) are better expressed as a Policy:
| If you want to… | Use |
|---|---|
| Decide whether approval is needed from a number | Policy |
| Decide who approves and what else happens | Workflow template |
| Combine both | A Policy gate + a Workflow chain |
Templates that reference a threshold (PO/SO/discount) rely on the corresponding toggle being enabled (po_amount_threshold, so_amount_threshold, price_approval_on_discount). Enable them in Workflow → Settings before activating.
FAQ
Q: Can I save my own template? A: You can duplicate an existing workflow to reuse its structure. Treat a well-tuned workflow as your team’s reference copy.
Q: Do templates come pre-activated? A: No — instantiating creates an inactive workflow so you can review and test before it starts routing real records.