# Workflow Approval Template
A WorkFlow Approval Template is the ordered list of process steps for a WorkFlow Request (for example Sale Delivery: purchase → stock in → delivery → invoice). It does not sign off a Sale Invoice or Purchase Order — that is Settings → Approval Template.
Overview & List View
Templates chain process stages in Sl Num order. Each step must be marked done before the next begins. The origin document is not approved when the last step finishes.
Quick filters
| **Filter** | **Description** |
|------------|-----------------|
| Active | Active templates only. |
| Suspended | Suspended templates only. |
Advanced filters
Status, Created Date.
List columns
| **Column** | **Description** |
|------------|-----------------|
| Name | Template name. |
| Description | Purpose or usage notes. |
| Status | Active or Suspended. |
List row actions
| **Action** | **Available when** |
|------------|-------------------|
| Edit | All |
| Delete | All |
| View | All |
Quick Start — Create an Approval Template
1. Create stages first
Define individual stages in Workflow Approval Stage (e.g. Manager Approval, Finance Approval, Director Approval).
2. Navigate
Go to HRMS → Settings → WorkFlow Approval Template.
3. Create new template
Click New.
4. Fill in details
- Enter Name and Description.
- In the Stages table, add each stage in order (Sl Num 1, 2, 3…).
5. Save
Click Save. The template is now available when creating Workflow Requests.
| **Field** | **Description** |
|-----------|-----------------|
| Name * | Template name (e.g. Sale Delivery, Installation). |
| Description | Purpose, policy notes, or instructions (rich text). |
Stage Lines
| **Column** | **Description** |
|------------|-----------------|
| Sl Num | Stage order (1 = first, 2 = second, etc.). |
| Approval Stage | Lookup to an active Approval Stage. |
Stages are processed sequentially. Stage 2 cannot begin until Stage 1 is approved.
Example — Sale Delivery template
| **Sl Num** | **Approval Stage** | **Purpose** |
|------------|-------------------|-------------|
| 1 | Purchase / supplier | Site visit and quotes — process-only. |
| 2 | Stock in | Create Receipt Note. |
| 3 | Delivery | Create Delivery Note. |
| 4 | Sale invoice | Create Sale Invoice. |
Actions & Status
View toolbar actions
| **Action** | **Description** |
|------------|-----------------|
| Edit | Opens for editing. |
| Delete | Permanently removes the template. |
| Clone | Creates a copy. |
| Print | Prints details. |
More menu (⋮) actions
| **Action** | **Description** |
|------------|-----------------|
| Activate | Reactivates a suspended template. |
| Suspend | Deactivates the template. |
| **Status** | **Description** |
|------------|-----------------|
| Active | Template is available for workflow requests. |
| Suspended | Template is hidden from new requests. |
FAQ
Can I reuse the same stage in multiple templates?
Yes. Stages are master records — reference the same stage in different templates with different ordering.
Can I change a template after requests have used it?
Editing a template does not affect requests already in progress. New requests use the updated template.
How does a template connect to a Sale Order or Purchase Order?
Start from the document more menu → WorkFlow Request, or put a Create PO / Create Sale Invoice action on a stage. See Sale Order — Sale Delivery.
Can employees pick any template when submitting?
Only active templates appear on New Workflow Request — suspend obsolete templates instead of deleting them.
Does stage order matter?
Yes. Approvals run in template line order — later stages unlock only after earlier stages are approved.
Can one template mix HR and purchase stages?
Yes. Stage actions can open purchase documents while approvers remain HR or finance users configured on each stage.