Route by vendor

The IT approves invoices of IT vendors such as Telekom or Dell, the cost center’s responsible person all others. The list of IT vendors is in the script, and the IT’s approval gets a hint why it is theirs.

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: 4
sdk: '1.0.0'
key: route-by-vendor
name: Nach Lieferant weiterleiten
template: custom
trigger:
  documentType: incoming-invoice
fields: []
start: route
steps:
  - kind: script
    name: route
    label: Nach Lieferant weiterleiten
    script: route.ts
    hook: onDocumentArrived
    inputs:
      - kind: field
        key: vendorName
        type: text
    returns:
      - key: lane
        type: enumeration
        values:
          - it
          - standard
    branch: lane
    exits:
      - value: it
        next: itApproval
      - value: standard
        next: costCenter
    next: costCenter
  - kind: humanTask
    name: itApproval
    label: Freigabe IT
    taskKind: approve
    assignees:
      - when: null
        assignee:
          kind: role
          role: IT
    fallback:
      kind: role
      role: Buchhaltung
    options:
      excludeRequester: true
      excludeActorsOfSteps: []
      pickFile: false
    next: approved
    onRejected: rejected
  - kind: humanTask
    name: costCenter
    label: Freigabe Kostenstelle
    taskKind: approve
    assignees:
      - when: null
        assignee:
          kind: costCenterResponsible
    fallback:
      kind: role
      role: Buchhaltung
    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

The script route.ts

Hook: onDocumentArrived · Inputs: vendorName · Return values: lane (it, standard)

import { defineScript } from '@acriva/workflow-sdk';

/** The vendors of hardware, software and telephony; a vendor matches when its name starts with an entry, in any case. */
const IT_VENDORS: readonly string[] = ['Telekom', 'Dell', 'Microsoft', 'DATEV', 'Vodafone'];

export default defineScript({
  hook: 'onDocumentArrived',
  outputs: { lane: ['it', 'standard'] },
  run(ctx) {
    const vendor = ctx.document.fields.vendorName;
    // Without a vendor the step goes on to its default next step, the cost center's approval.
    if (vendor == null) return;
    const name = vendor.toLowerCase();
    const itVendor = IT_VENDORS.find((entry) => name.startsWith(entry.toLowerCase()));
    if (itVendor) {
      ctx.hint(`IT-Lieferant „${vendor}“: Die IT gibt frei.`);
      return ctx.branch('it');
    }
    return ctx.branch('standard');
  },
});

What it does

A test runs each of these cases in the sandbox and compares the result.

An IT vendor

• Input: vendorName Dell Technologies GmbH
• Exit: it
• Changes: hint on the next task: “IT-Lieferant „Dell Technologies GmbH“: Die IT gibt frei.”

An invoice without a vendor

• Input: vendorName null
• Exit: the default next step
• Changes: none

Another vendor

• Input: vendorName Bürobedarf Schmidt KG
• Exit: standard
• Changes: none