FocalPoint workflows control how timesheets, expenses, absences, and other submissions are approved before they are processed. This article explains how to set up approval routes, configure workflow triggers, and amend forms.
Approval routes
An approval route defines the chain of approvers a submission must pass through before it is finalised. You configure approval routes in FocalPoint Administrator.
Set up a new approval route
Log in to FocalPoint Administrator.
Go to System Control, then Approval Routes.
Click Insert to create a new approval route.
Enter a name for the route in the Description field.
Add approvers to the route. Each approver is assigned a level — Level 1 approvers receive the submission first, followed by Level 2, and so on.
For each approver level, select the approver type: a named user, a line manager, or a security profile.
Click Save when the route is complete.
Assign an approval route to a security profile
Once an approval route is created, assign it to the relevant security profiles so it applies to users in those profiles.
In FocalPoint Administrator, go to System Control, then Security Profiles.
Select the relevant security profile.
Go to the Approval tab.
Set the approval route for each submission type (for example, Timesheets, Expenses, Absences).
Click Save.
Workflow trigger configuration
Workflow triggers determine when an approval workflow starts. Common triggers include submission of a timesheet, expense claim, or absence request.
Configure triggers
In FocalPoint Administrator, go to System Control, then Workflow Configuration.
Select the submission type you want to configure (for example, Timesheets).
Review the trigger settings. By default, workflows trigger when a user submits a record.
Adjust any trigger conditions to match your organisation's requirements.
Click Save.
Form amendments
If you need to change the fields displayed on a timesheet, expense, or absence form, you can amend the form layout in FocalPoint Administrator.
Amend a form
In FocalPoint Administrator, go to System Control, then Form Configuration.
Select the form type you want to amend.
Add, remove, or reorder fields as required.
Mark any mandatory fields.
Click Save.
If your approval route or workflow trigger changes are not behaving as expected after saving, log out of FocalPoint and FocalPoint Administrator, then log back in to ensure the new configuration is loaded.
If you need further assistance with workflow configuration or approval routing, contact our support team.