Workflows Overview

Acadsys uses a rules-based approval engine to route documents, invoices, orders, and requests to the correct approvers automatically.

Core Concepts

Thresholds

A threshold is a condition that triggers a specific approval chain. Thresholds can be based on:

• Amount — e.g., invoices over €10,000 require director approval
• Document type — e.g., all purchase orders require procurement approval
• Organizational unit — e.g., documents from the Finance department follow a different chain
• Supplier — e.g., documents from a specific supplier require additional review

Multiple conditions can be combined with AND/OR logic.

Approval Chains

An approval chain is the ordered list of approvers (or approver groups) that a document must pass through. Each step in the chain is called an approval level.

Sequential vs. Parallel Routing

Approval Rules

An approval rule combines a threshold with a chain. When a document matches the threshold conditions, it is routed through the associated chain.

Rules are evaluated in priority order — the first matching rule wins.

Workflow Lifecycle

Document submitted
       ↓
Rules evaluated → matching rule found
       ↓
Chain initiated → Step 1 approver(s) notified
       ↓
Step 1 approved → Step 2 approver(s) notified
       ↓
All steps approved → Document status: Approved

If any approver rejects the document, the chain stops and the document is returned to the submitter with the rejection reason.

Delegations

Approvers can delegate their approval authority to another user for a specified period. Delegated approvals are recorded in the audit log with both the original approver and the delegate.