Notifications and Approvals


Workcube has a process-based structure. In these processes, users take part as makers or checkers according to their roles and authorities. The notification-approval mechanism is of critical importance for the healthy progress and completion of the process stages.


Route: Top Menu > Notifications

In all institutions, there are those who do, check, approve, audit, and decision-makers in the processes. In the processes on Workcube, the process steps are recorded or approved depending on whether the user is a maker or a checker. 

Let's take a look at how notifications and approvals can be defined in the process stages on the Dashboard > BPM > Processes page:

  1. There are two options "Get Comment" and "Request Approval" in Checker definitions. If "Request Approval" is selected, approval and comment may be required for each stage. For the progress of the stage, the user defined as Checker must approve. For Example: During the Accounts "Registration" phase, approval and comments may be requested from the checker after the maker's registration process. The workflow progresses in a healthy way through feedback.
  2. Approval can be obtained from the first supervisor and/or the second supervisor defined for the first registered role-position. The same is true for the Transacter - Processed position. By entering the name value of the form element, the process record is added together with the entered form value. What is meant here is the position code information of the person. Warning: For the role - position card, the first supervisor and/or the second supervisor must be selected from the definition screen.
  3. After the "Get Approval from Checkers" button is selected, this value is entered as the number of how many checkers required to pass this stage. The selection box should be selected if the first registrant is to be notified.
  4. By granting update authority to Checker, that user is able to update even if the update authority is not normally defined on that page. If the "Add Access Code to Link" checkbox is checked, a personalized notification code will be generated in the notification or e-mail. Only if this URL is clicked, the notification source link can be opened.
  5. At this stage, those who can register are selected.
  6. After registration, the notification can be optionally sent via a message from Chatflow and also via notification from Workflow.
  7. Previewing and/or seeing the document detail can be selected as mandatory. In this way, it is prevented that the stage approval is given without examining the details.
  8. Notification can be sent as E-mail, SMS and KEP as desired.
  9. From the Maker - Checker Blocks field, those who are authorized as Makers during the process, Checkers (Approval and Notifications), and CC (Information Given) can be added by clicking the "+" button.

Notification Detail

After the definitions are made for notifications and approvals during the process phase, the page to which the process phase is linked should be opened. Click on the bell icon on the top right of the page, and then the details about the notification are displayed:

Note: Most form pages have this icon. For example; Accounts, Sales Opportunities, Invoices etc.

  1. With the preview, summary information can be accessed without going to the registration details.
  2. When the preview is not sufficient, detailed examination and changes can be made by going to the record details.
  3. The stage of the process, the date of the notification, the sender and receiver of the notification and the users who are informed are displayed in detail. If desired, recording can be made by clicking the process - stage button, quickly entering a description and selecting checker and stage.
  4. Comments on the process phase are included here.

All Notifications and Approvals

So, where does the checker see how many notifications he/she has received, how does he/she display all its approvals and notifications, and how does he/she approve or reject the process phase?

The bell icon on the top right in the top menu shows the notifications that the user receives. When this icon is clicked, all notifications and approvals to the user can be viewed.

  1. Filtering can be done by making selections such as process, stage, employee, date ranges, incoming - outgoing, active - passive, singular - batch process from the filter option.
  2. Details of the process are in the list. Selection and comments can be made under "Approval". Before this approval process, the summary information can be examined with the front view from the far right, all the details can be viewed by clicking on the source document and the update can be entered.
  3. Selected notifications are removed by clicking the "Do Not Show the Selected Ones" button.
  4. From the process transfer area, the process phase can be transferred to another authority.

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