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Workflow Scenarios

Workflows can come in handy if you wish to get things done automatically in Zoho Expense. Following are some of the scenarios where workflow comes into play.

Scenarios for Email Alerts

Scenario 1:

Let’s say, the manager of the finance team wants to receive email alerts when an employee’s report total exceeds $2000. In this case, a workflow can be designed to automatically trigger email alerts when the following conditions are met.

Workflow type: Event based

Execute When: Approved

Rule Criteria: Total expense amount for the particular report is greater than $2000

Immediate Action: Email alert to the manager of the Finance team

Time Based Action: -

Email alerts scenario 1

Scenario 2:

Let’s consider a scenario where the head of the travel department wants to be notified of any travel expenses recorded by his employees. In this case, the following workflow conditions can be used.

Workflow type: Event based

Execute When: Approved

Rule Criteria: Expense category is ‘Air Travel Expense’

Immediate Action: Email alert to Mark (Head of the Travel department)

Time Based Action: -

Email alerts scenario 2

Scenarios for Webhooks

Scenario 1:

Let’s say you want to automatically mark all your approved expense reports as reimbursed. Let’s see how that’s done using Workflow.

Workflow type: Event based

Execute When: Approved

Rule Criteria: None

Immediate Action: Automatically mark reports as reimbursed

Time Based Action: -

Webhooks scenario 1

Scenario 2:

Using Workflows, you can automatically archive all the approved/reimbursed reports. This can be scheduled at a date and time of your choice or immediately after the event occurs. Let’s see how that’s done.

Workflow type: Event based

Execute When: Approved/Reimbursed

Rule Criteria: None

Immediate Action: Automatically archive reports.

Time Based Action: -

Webhooks scenario 2

Scenarios for Field Updates

Scenario 1:

With field updates, you can customize the approval due date for each department. You can set up a workflow such that whenever an employee from a particular department submits a report, the approval due date is updated to a date of your choice.

Workflow type: Event based

Execute When: Submitted

Rule Criteria: When department name is Sales

Immediate Action: Field update - Update approval due date

Field updates scenario 1

Scenario 2:

When your team of employees are working for a particular project, you would want all the team members to have the same description while submitting expenses related to the project. Let’s see how that’s done using field updates.

Workflow type: Event based

Execute When: Created/Submitted

Rule Criteria: When Project is XYZ

Immediate Action: Field update - Update the Description/Purpose.

Field updates scenario 2

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