Approval by an approval matrix

Who approves an incoming invoice is in the data table freigabematrix: each row names a stufe (level), a freigeber (a role or a member’s email address), a limit and optionally a kostenstelle (cost center). The approval with “Approval limit from a data table” goes to the first level whose limit covers the gross total, with no script: an invoice of €12,000, say, passes the head of department’s €5,000 and lands with the management. When no row covers the amount, the management takes the task as the fallback. A change of the table applies from the next task on.

The workflow

The workflow starts for every document of the type incoming-invoice. Its file workflow.yaml:

$schema: 'https://docs.acriva.de/schemas/workflow.schema.json'
format: 1
schemaVersion: 7
sdk: '1.0.0'
key: approval-limit
name: Freigabe nach Freigabematrix
template: custom
trigger:
  documentType: incoming-invoice
fields: []
start: approval
steps:
  - kind: humanTask
    name: approval
    label: Freigabe nach Freigabelimit
    taskKind: approve
    assignees:
      - when: null
        assignee:
          kind: approvalLimit
          table: freigabematrix
    fallback:
      kind: role
      role: Geschäftsführung
    options:
      excludeRequester: true
      excludeActorsOfSteps: []
      pickFile: false
    next: approved
    onRejected: rejected
  - kind: end
    name: approved
    label: Freigegeben
    outcome: approved
  - kind: end
    name: rejected
    label: Zurückgewiesen
    outcome: rejected