Set up Approval Workflows for New Customer

Why Set Up Approval Workflows for New Customers?   

Approval workflows ensure new customers remain Blocked until they are approved. This helps validate customer information, reduce errors, and maintain a clear approval history. 

Before You Begin  

Complete the following setup:    

• Set up Approval Users   

• Set up Workflow User Groups   

• Set up Notifications for Approval Users   

How to Set Up Approval Workflows for New Customers?  

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

1. Select New Customer Approval Workflow in the Wiise Approval Workflows widget on your Wiise landing page.   

    

   

    

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

   Note: The setup wizard lets you define approval triggers, set required validation fields and approvers. The workflow then keeps the customer Blocked until the approval is completed. 

3. Select Next.   

   

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.   

    

6. Select Finish.  

7. A confirmation message displays that a New Customer Approval Workflow has been enabled.   
   
   
8. Select OK to close the message.   
9. You can now see that the New Customer Approval Workflow toggle Enabled on the Wiise Approval Workflow widget in the Insights panel.   
   
   
10. You've now successfully set up approval workflows for new customers. 
    
    

How to Use the New Customer Approval Workflow? 

1. A user creates a new customer. 

2. The customer is automatically Blocked.  
   1. Blocked field: All. This includes the actions for Ship and Invoice.
   2. The Approval Status is set to Not Submitted.  
   
   

   

3.   The user sends the record for approval.  

   1. Select Request Approval. Then, select Send Approval Request.
   2. The Approval Status updates as Pending Approval. 
      
      

4. The approver can approve, reject, or delegate the request. 

5. Once approved, the system unblocks the customer and allows transactions. 

6. You now know how to use the New Customer Approval Workflow.  

What’s next?  

Find out how to use set up a new customer.

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.