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 Recording of Withdrawal The system overwrites the “Status (Select-type)” Data Item to display “Withdrawn”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.
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

approval-flow-budget-control-20160920-220-en.qar

Only available for Professional 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: