Using Triggers in Approval Workflows

This document provides guidelines on how to implement triggers within approval workflows.

In Corpay Complete, triggers in approval workflows allow you to automate approval workflows based on predefined conditions. These triggers can be added to various steps within an approval workflow to streamline approvals.

For example, when creating an approval workflow for a purchase order, users can add a trigger to an approval step by selecting the +Trigger button. This allows users to define conditions that, when met, will automatically initiate the next step in the workflow.

Triggers can be used to:

• Automatically route documents to specific approvers based on criteria such as the total amount or department.
• Send notifications to relevant stakeholders when certain conditions are met.
• Ensure that approvals are completed in a timely manner by setting deadlines and reminders.

Note: In Corpay Complete, page visibility and information access depend on user roles, Company settings, and available modules. Some pages or information may be hidden or visible only in a view-only format.

To add a trigger to an approval workflow:

1. Select the Administration module from the left-side navigation pane.

2. Ensure the Approval Settings tab is selected.

3. Ensure the Approval Workflows tab is selected

4. From the Workflow type drop-down, select the approval workflow where you want to add a trigger. For this example, a Purchase Order workflow will be used.

5. Click the + Trigger button to add a new trigger to the approval step.

6. From the Trigger Type drop-down, select the record type or object that will initiate the trigger. Additional fields will populate based on the chosen record type or object.

7. After selecting the conditional element, set the Conditional Setting (A) and the Specific Record or Object Selection (B). These fields will create a conditional statement. If the Object or Record Type is equal to or not equal to the specific record or object, the trigger will initiate the approval workflow.
   1. Conditional Setting – Use the drop-down to select Equal or Not Equal. “Equal” means “is” while “Not Equal” means “is not.”
   2. Specific Record or Object Selection – Use the drop-down or start typing to select the specific record or object that completes the conditional statement. Users can enter multiple values in this field.

8. Review and confirm all selections.

   

   1. In this example, the approval workflow is triggered if the Vendor on the purchase order is Sample Inc.
   2. To remove the trigger, click the Delete  icon.

       

9. To test the trigger before saving, complete the following steps:
   1. Enter a value in the Test Value field. In this example, a Purchase Order ID is entered because the Approval Workflow is for purchase orders.

      

   2. Click the Test Trigger button.

      

   3. A correctly configured trigger will display Will Trigger.

      

   4. If an error message displays when testing the trigger, review the Conditional Setting and Specific Record or Object Selection choice(s) before testing the trigger again.

10. Click the Save button to activate the trigger. This will ensure that the trigger is applied to the approval workflow and will automatically route approvals and documents to the specified department when the conditions are met.