Starting the approval workflow

Automatic approval workflow streamlines your trading program sign off process, creating efficiency with automated notifications and ensuring that the correct approval process is followed at all times.

This article will guide you through:

1. How to start the approval workflow
2. How to start the workflow using executive summary

Looking for something else?

• Looking to set up automatic workflow for your trading programs channel? Learn how to configure your workflow here.
• Looking to sign off a trading program rather than start the workflow? Learn how to approve a trading program here.

Once automatic approval workflow has been configured, users within the workflow role who have been given access to start workflow will be able to see the Start workflow button via the Approval tab.

Note: This page will look slightly different if you have Executive Summary enabled - click here to learn how to start the workflow via executive summary.

To start the workflow using automatic workflow:

Step 1: Create a proposal trading program and one or more program lines. Once a proposal has been created, the workflow status will be set to Draft. This means that the trading program is yet to be sent through the approval process and will remain as a draft until it has been started.

Step 2: Click on the Approval tab in your trading program.

Step 3: Click the Start workflow button at the bottom of the page.

Step 4: Click Confirm.

The workflow status will automatically change from Draft to Proposal if the next person in the workflow is in your organization, or to For signing if the next person in the workflow is your trading partner.

The next person in the workflow will receive an automated email, asking them to accept or reject the proposed trading program, alongside a link in the email to navigate the user directly to the Approvals tab.

Automated workflow reminder emails for pending approvals can be sent to users and collaborators daily, weekly, or bi-weekly for different trading program types. If you would like email reminders to be sent, please reach out to our support team requesting this to be configured for you.

If you have Executive Summary enabled, the workflow process display will be different within the Approvals tab.

To start the workflow using executive summary:

Step 1: Create a proposal trading program and one or more program lines. Once a proposal has been created, the workflow status will be set to Draft. This means that the trading program is yet to be sent through the approval process and will remain as a draft until it has been started.

Step 2: Click on the Approval tab in your trading program.

Step 3: Click the Start configuration button to open a new To-do section with the steps necessary to initiate automatic workflow.

Step 4: Complete the configuration within the To-do sections on the left:

• Earnings: Only displayed if your channel uses divisions. Review earning for each brand, then click the Confirm button to move to the next section.
• Trading program comparison: Choose one or more trading programs to compare with the current trading program, e.g. last year’s program. Then click the Confirm button to move to the next section, or click the Save button if you wish to make changes to these comparisons later.
• Supporting documentation: Enter a trading summary that will appear on the executive summary, and upload any relevant attachments. If not required, this step can be confirmed with no summary and no attachments. Click the Confirm button to move to the next section.
• Approval hierarchy: Review the approval hierarchy is correct. Click the Confirm button to move to the next section.
• Executive summary: Review a finalized summary before the executive summary is complete, then click the Confirm button.

Note: If you wish to make changes in a previously confirmed section, click the Unconfirm button.

Step 5: Once you have confirmed all sections, click the Confirm workflow button.

Your trading program will now enter the approval process. The next person in the workflow will receive an automated email, asking them to accept or reject the proposed trading program, alongside a link in the email to navigate the user directly to the Approvals tab.

Learn more about configuring the executive summary and the approval process below.

What’s next?

Looking to view the approval status of your programs? Learn how to generate a workflow report here.