How Workflow Rules Streamline Business Processes and Approvals

Workflow software is essential for growing businesses where tasks become planned, repeatable, and governed by consistent rules. Workflow rules define what actions occur and who is responsible, ensuring processes are followed the same way every time.

This structure gives team members the right information at the right time, while ensuring approvals and decisions are made by the appropriate people.

Automating Approvals and Alerts with SapphireOne Workflow

SapphireOne Workflow software simplifies automation by allowing triggers to be defined based on events or dates. Alerts and approvals can then be tailored to these triggers and aligned with your company’s internal processes.

In SapphireOne Utilities Mode, you can create unlimited workflow rules that require approvals from specific users or user groups. This provides strong governance, consistency, and system-enforced controls across the organisation.

How to Set Up a Workflow Rule

1. Select Mode in the top-left corner of the screen
2. Choose Utilities from the drop-down menu
3. From the top toolbar, select Controls
4. Click Workflow Rules

In the Workflow Rules Inquiry screen:

5. Click the blue + button in the top toolbar to add a new record
6. A New Workflow Rules screen will appear

Configuring the Workflow Rule

In the Workflow Rule screen:

1. Enter a Workflow Name
2. Select the relevant Company and/or Department
3. Choose a Transaction Type from the drop-down menu
   • Each transaction type requires its own workflow rule
4. Select the applicable rule from the Rules Trigger drop-down menu

When a rule condition is breached, SapphireOne activates the workflow and raises a WF (Workflow) error.

Important: WF errors only appear when a transaction is posted. They do not display during creation or modification.

Available Rule Triggers

The following triggers can raise a workflow error:

• New, Modify, or Delete Transaction – Raises a WF error when users attempt to create, modify, or delete a transaction.
• Transactions Above a Value / Sales Below Average Cost – Triggers when a transaction exceeds a specified dollar value or is below average item cost.
• Client Over Credit Limit or on Credit Stop – Triggers when a transaction is created for a client exceeding credit limits or on credit hold.
• Sales with Negative Stock – Triggers when a transaction would result in negative inventory.
• Leave Requests, Tracking Notes, and Bank Details – Triggers workflows for approval and notification purposes.

Assigning Workflow Approvals (FLOW Section)

Once the rule is created, assign it to users via the FLOW section.

To add workflow steps:

1. Click the green + button (top right) to add a new approval or notification
2. The green – button deletes the selected entry
3. You may add multiple approval levels as required

For each step:

• Type: Select Approve or Notify
• Number: Enter the sequence order
• User Selection:
  • Choose a specific User
  • Select a User Level
  • Or assign to the Creator of the transaction
• Enter User Initials if selecting an individual user

On the right-hand side:

• Tick the required Authorisation Required options
• This setting is critical
  • If ticked, SapphireOne enforces the WF error
  • If not ticked, the transaction can proceed without workflow enforcement

Selecting Approvers by Level (Organisational Chart)

Checking Workflow Notifications

SapphireOne Workflow Rules provide structured, system-enforced automation for approvals, alerts, and governance. By defining triggers, approvals, and user responsibilities, businesses gain stronger control, reduced errors, and consistent execution of critical processes.

More information on SapphireOne Utilities Mode and Controls

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