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Set Up Approval Workflows for New Items 

Overview: 

  • Learn to set up approval workflows for new items 

  • Ensure newly created items remain blocked until approved 

Why Set Up Approval Workflows for New Items?  

Approval workflows ensure new items remain Blocked until they are properly reviewed and approved. This helps prevent errors, ensures key details are validated before use, and keeps a clear record of who approved the item. 

Note: This workflow controls the Item master record, not transactions or stock movements. It applies when a new Item is created in a Blocked state.

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How to Set Up Approval Workflows for New Items? 

Before You Begin 

Complete the following setup:   

Here are the steps to launch the setup wizard and set up approval workflows for new items:  
 

  1. Select New Item Approval Workflow on the Insights panel on your Wiise landing page.  

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    Note: Find out more about the Wiise Approval Workflow widget in the Wiise Insight panel.  

  2. The New Item Approval Workflow Setup Wizard page displays.  

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    Note: The setup allows you to to set approval conditions, define required validations, assign approvers, and control how the system restricts item usage until approval is granted. 

  3. Select Next.  

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  4. Select the Approver Type and Approver Limit Type.  
    1. Approver Type: This user is notified first about approval requests. A Salesperson or a Purchaser, Approver or Workflow User Group can be notified of approval requests.  

      Note: When you select Approver as the Approver Type, you’ll need to update the Approver Limit Type field. 
    2. There are four types of approver limits for routing approval requests:  
      1. Approver Chain: Sends the request up the approval hierarchy step by step until it reaches the final approver.
      2. Direct Approver: Sends the request only to the assigned approver without involving anyone else.
      3. First Qualified Approver: Sends the request to the first person in the hierarchy who has enough approval authority.  
      4. Specific Approver: Sends the request directly to a selected approver, ignoring the hierarchy.  

      Note: When a Specific Approver is selected, you’ll need to update the Approver ID field. 

      Note: When you select Workflow User Group as the Approver Type, a new field requests you to update the Workflow User Group Code. Select the drop-down button to update the description.  
  5.  Select Next.  
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  6. Select Finish. An approval request is sent to the approver based on the Approver Type that you’ve set up.  
  7. A confirmation message displays that a new item approval workflow has been enabled.  
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  8. Select OK to close the message.  
  9. You can now see that the New Item Approval Workflow toggle Enabled on the Wiise Approval Workflow widget in the Insights panel.  

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  10. You've now successfully set up approval workflows for new items.

Note: Once the New Item Approval Workflow is Enabled and an approval request is sent, the item remains Blocked until a decision is made.

When approved, the Blocked field is turned off and the item can be used in transactions.

When rejected or cancelled, it remains Blocked and can be corrected and resubmitted

When delegated, the request is reassigned and all actions are recorded in the approval history.

The same approval process can also be applied to multiple items at once when using a Configuration Package. 

Note: Test a new item process and run it through both approval and rejection scenarios. This helps confirm that the workflow behaves as expected and that status changes are accurate.

Note: Inform all relevant parties about the new approval workflow, including any changes to their processes or responsibilities.  

  

What’s next?  

Find out how to use set up a new Item.  

  

Need more help?     

No problem, that's what we're here for. Reach out to support@wiise.com anytime you can't find what you're looking for.