An authorisation flow is a predefined sequence of authorisors that you can use for your authorisation workflow in Basecone. Based on the rules created in the company settings, the assigned authorisers will be selected automatically in the booking screen. In this article you will find instructions how to setup the authorisation flow:
Create an authorisation flow
Edit an authorisation flow
Delete an authorisation flow
Set a default authorisation flow
What happens to my old workflow
Users with the role Super user, Accountant, SME Accountant and Authorisation administrator have permission to create, edit, delete and/or set authorisation flows per company. This flow are available for both authorisation before booking and authorisation after booking. The authorisation flow can be managed in Basecone when you go to 'Settings > Companies > Actions (edit) > tab 'workflow'.
Create an authorisation flow
If you have the user role Super user, Accountant, SME Accountant and Authorisation administrator, you can create an authorisation flow when you go to Settings > Companies > Actions (edit) > tab 'workflow'. Go to the section 'Authorisation flow' and click on 'Create'.
The option will expand and you can create your authorisation flow. Give the flow a unique name and you can select one or up to three authorisers. After you have selected the authoriser(s), click on 'Save' to save the flow.
Be aware on the following points:
You can create a maximum of 25 predefined flows
It is mandatory to give the flow a unique name. The unique name cannot exceed 25 characters including space
It is mandatory to select a minimum of 1 authoriser per flow
The order of the authoriser(s) must be unique in each flow
To be able to assign the user to the flow, the user must have the user role 'authoriser'.
Edit an authorisation flow
If you have the user role Super user, Accountant, SME Accountant and Authorisation administrator, you have the option to edit an existing flow in the company settings when you go to Settings > Companies > Actions (edit) > tab 'workflow'.
Click on the anywhere on the line of the existing flow to open the edit function.
When you click on the line, you can edit the following information:
Change the name of the flow
Add or delete authoriser
After you have made the necessary changes, click on 'Save' to update the flow.
Be aware on the following points:
It is mandatory to give the flow a unique name. The unique name cannot exceed 25 characters including space
It is mandatory to select a minimum of 1 authoriser per flow
The order of the authoriser(s) must be unique in each flow
To be able to assign the user to the flow, the user must have the user role 'authoriser'.
Delete an authorisation flow
If you have the user role Super user, Accountant, SME Accountant and Authorisation administrator, you have the option to delete an existing authorisation flow in the company settings when you go to Settings > Companies > Actions (edit) > tab 'workflow'.
Go to the line of the flow that you want to delete and click on the trash-bin on the right side of the flow.
Be aware on the following point:
It is not possible to delete an authorisation flow when it is set as the default flow
Set a default authorisation flow
If you have the user role Super user, Accountant, SME Accountant and Authorisation administrator, you have the option to save a default authorisation flow before booking and save a default authorisation flow after booking when you go to Settings > Companies > Actions (edit) > tab 'workflow'.
Be aware on the following points:
For the default workflow to be active, one flow must be selected
You can use the same flow as default for both before and after booking
Managing authorizers in an ongoing authorization flow
In Basecone, managing the authorization flow for documents involves specific rules and restrictions to ensure compliance and maintain workflow integrity. This section outlines what you can and cannot do concerning authorizers within an ongoing authorization flow.
Restrictions on Adding or Removing Authorizers
Once a document enters the authorization flow in Basecone, the addition or removal of authorizers is no longer allowed. This restriction is designed to maintain the integrity and consistency of the workflow, as altering the number of authorizers mid-process could lead to compliance issues or disrupt established processes. As an authorization administrator, you are authorized to change the identity of authorizers (e.g., replacing one user with another). However, the total number of authorizers associated with the workflow remains fixed once the flow is initiated.
Adjusting Individual Authorizers
While you cannot modify the total number of authorizers, Basecone provides flexibility to adjust individual authorizers within certain limitations:
Adjusting Current Authorizers: You can update or change the identity of the authorizer currently scheduled to approve the document. This is particularly useful in cases where an authorizer is unavailable or unable to perform their duties.
Sequential Adjustments: Changes must follow the sequence of the authorization flow. For example, adjustments to the second authorizer can only be made once the first authorizer has completed their step in the process. These controls are designed to ensure that the authorization flow remains orderly and efficient.
Reasons for Restrictions
The limitations on adding or removing authorizers are typically implemented for the following reasons:
Compliance Requirements: Ensuring that workflows remain consistent and tamper-proof is essential, particularly in industries with strict regulatory requirements.
Workflow Integrity: Changes to the structure of an authorization flow mid-process can introduce errors, delays, or confusion, potentially undermining the reliability of approvals.
Summary
To summarize:
Adding or removing authorizers is not possible once the document enters the authorization flow.
You can adjust individual authorizers, but only the current or upcoming authorizer based on the flow sequence.
These restrictions are in place to maintain compliance and ensure workflow integrity. For more detailed guidance or troubleshooting, refer to related topics in the Basecone Help Center or contact support for specific inquiries.