Claim expenses

A visual example of the taskflow

A logistics company has a “Claim Expenses” taskflow to manage the reimbursement of expenses incurred by employees on behalf of the company. This is an internal taskflow that only logged-in employees can access. Learn how to add people to your taskflow app and how to add and manage roles.

The users that are invited to use the taskflow
The users that are invited to use the taskflow

The employee logs in and completes the first task.

The first task the employee needs to complete
The first task the employee needs to complete

The sixth question requires the employee to select their supervisor. When we created this form in the Designer we used the “predefined option” to create a dropdown with a list of all the supervisors available to this taskflow. Learn how to set predefined options. This list of supervisors is dynamic and shows the current supervisors in the organization/team that the taskflow is used within.

We included a predefined list of supervisors as dropdown options
We included a predefined list of supervisors as dropdown options

The last question the employee needs to answer is to confirm that they have indeed sent the supporting documents of this expense claim to the supervisor? This is a required field and the task will not be completed or for that matter the rest of the taskflow, until it is completed. Although not all required fields are filled in, the form will be saved and the person can resume and complete it later. This question also fulfills the role of a condition that will not allow the taskflow to proceed beyond this point unless the condition is fulfilled. There are different ways to achieve the same outcome.

A notification email is sent to the selected supervisor when the first task is completed.

When this email was created in the Designer it was specified, that the email address of whichever supervisor the employee selects in the first task, be pulled in. This is done using advanced dynamic field tags. We want to pull-in the supervisor’s email address and the tag we end up looks like:

{user.email:{field.value:1234567890}}

Learn more about the different ways of pulling dynamic information into taskflow fields.

Use dynamic field tags to get the email of the supervisor
Use dynamic field tags to get the email of the supervisor

A link to the taskflow is automatically included in the email sent to the supervisor. The supervisor clicks on the link, logs in and sees the “Supervisor review claim” task. The conditions set for this task are that the logged-in user must have a supervisor role.

Only a user with the role of supervisor assigned to them can review the task
Only a user with the role of supervisor assigned to them can review the task

The supervisor reviews the claim and approves or rejects it. If it is approved the supervisor indicates how important it is, gives a short motivation (optional) and selects the name of the finance officer.

The review form that the supervisor has to complete
The review form that the supervisor has to complete

When this task was created in the Designer the different “importance” options were both pulled-in using predefined options.

A list of predefined 'urgent' options
A list of predefined 'urgent' options

And so was the list of finance officers.

We included the financial officer as radiobutton options
We included the financial officer as radiobutton options

If the supervisor approved the claim an email is sent to the finance officer.

The condition for the notification email to the finance officer
The condition for the notification email to the finance officer

If however the supervisor rejects the claim, the employee will be notified and the motivation of the supervisor is pulled into the email. The condition to send this email is when “the reimbursement of the expense” IS “rejected”.

We used dynamic field tags to pull-in the motivation of the supervisor from the earlier “Supervisor review claim” task into the email.

The rejection email as created in the Designer
The rejection email as created in the Designer

The next task in the taskflow is the “Finance officer review”. This task will only be accessed if two conditions are met, namely, that a supervisor has already approved the claim and that the logged-in person has the finance officer role assigned to them.

Conditions set to activate the 'Finance officer review' task
Conditions set to activate the 'Finance officer review' task

The finance officer completes the task.

The 'Finance officer review' task
The 'Finance officer review' task

The condition to activate the next task “Notice of payment” is when the finance officer has approved the reimbursement.

Condition set in the Designer for the task 'Notice of payment'
Condition set in the Designer for the task 'Notice of payment'

If however the reimbursement is rejected by the finance officer then the email ‘Rejected finance officer’ will be sent to both the employee and the supervisor.

The rejection email to both the supervisor and employee
The rejection email to both the supervisor and employee