2022-01-24 / Workflow Apps / , , ,
Approval Flow-Budget Control
A proposal approval flow that automatically records the approved expenditure amount in a Google Sheet. When a new Issue is entered at the [1. Submit plan draft] Step, the total expenditure so far is calculated automatically referring to the Budget Consumption Log (Google sheet). At the [2. Decision] Step the approver can make their decision after checking the budget status. The amount approved is automatically added to the Budget Consumption Log.
BPMN Nodes
  • 1 1. Submit plan draft Applicant drafts a proposal
  • 4 1x. Rework The applicant corrects the draft and resubmits, or withdraws
  • 3 2. Approve The applicant’s boss approves the draft or returns any deficiencies.
  • 14 3. Approve If the external payment is 10 thousand or more, an officer approves. Not handled for 24 hours automatically proceed to x8.
  • 29 x1. Cumulative total reference The system retrieves the value of the price column in the spreadsheet and sets the sum in the Data Item.
  • 5 x2. Recording of Withdrawal The system overwrites the “Status (Select-type)” Data Item to display “Withdrawn”
  • 8 x3a. Recording of Approval The system overwrites the “Status (Select-type)” Data Item to display “Approved”
  • 17 x3b. Recording of Approval The system overwrites the “Status (Select-type)” Data Item to display “Approved”
  • 9 x4a. PDF generation The system inserts the values of the specified Data Items into the Base PDF and generates a PDF file.
  • 18 x4b. PDF generation The system inserts the values of the specified Data Items into the Base PDF and generates a PDF file.
  • 26 x5a. TSV generation The system processes the values of chosen Data Items into TSV format data and sets it in the specified Data Item.
  • 2 x5b. TSV generation The system processes the values of chosen Data Items into TSV format data and sets it in the specified Data Item.
  • 32 x6a. Google Sheet append The system appends the value of the specified Data Item to the specified Google Sheets.
  • 33 x6b. Google Sheet append The system appends the value of the specified Data Item to the specified Google Sheets.
  • 12 x7. Approval limit set The system adds 24 hours to the time when the process arrives and sets that value in the data item.
  • 21 x8. Recording of Disapproval by Officer The system overwrites the “Status (Select-type)” Data Item to display “Disapproved by Officer”
  • 24 x9. Recording of Automatic approval time The system catches the time when the process arriving this step and sets it in the data item.
Workflow Diagram (click to open)
Variables (click to open)
  • = Application = 0:
  • Affiliation of Drafter q_Affiliation 1: processInstanceInitQgroupId
  • Drafter q_Drafter 2: ${processInstance.initQuserId}
  • Date and Time of Submission q_Submission 3:
  • Contents and Reason of the Plan q_Contents 4:
  • Attachment q_Attachment 5:
  • External Payment q_Payment 6:
  • Internal Man-hours q_Hours 7:
  • Budget Classification q_Budget 8:
  • Remarks for Budget Classification q_Remarks 9:
  • = Budget Management = 22:
  • Logs to Reference q_Reference 23:
  • External payments consumed so far q_Total 24: Automatically set at x1
  • (TSV for record) q_TSV 26: Automatically set at x5
  • = Approval = 10:
  • Approved by:(Superior) q_Superior 11: Automatically set at ‘2. Approve’
  • Date and Time of Approval (Superior) q_Approval 12: Automatically set at ‘2. Approve’
  • Approval limit q_Limit 13: Automatically set at x7
  • Approved by:(Officer) q_Officer 14: Automatically set at ‘3. Approve’
  • Date and Time of Decision (Officer) q_Decision 15: Automatically set at ‘3. Approve’ or x9
  • = Decision = 16:
  • Status q_Status 17: Automatically overwritten at x2, x3, and x8 1
  • Name of PDF q_PDF 18: p#{processInstanceId}-r#{processInstanceSequenceNumber}.pdf
  • PDF file q_File 19: Automatically set at x4
  • = Internal Communication = 20:
  • Message / Comment q_Message 21:

Download

This archive contains the BPMN icons that are not available in the Basic edition.

Notes

  • You need to associate the Swimlane settings according to your organizational structure upon import
  • Immediately after importing, a setting error will occur
    • Make the necessary settings in edit mode
  • Prepare as many spreadsheets as you need on Google Sheets beforehand (e.g. number of Departments)
    • Add Sheets with names that are exactly the same as the Choice IDs set in the Select-type Data Item Budget Classification to each spreadsheet
    • Set the IDs of the spreadsheet to the Choice IDs of the Select-type Data Item ‘Logs to Reference’
      • Spreadsheet ID is contained in its URL. https：//docs.google.com/spreadsheets/d/spreadsheet ID/edit#gid=(sheet ID)
  • This App uses an automatic step that is different from the add-ons introduced in the “Scenario” article, so sheets on Google Sheet will not be added automatically

See also

%d bloggers like this: