Workflow Actions
' Workflow Actions' is a centralized location where you can view and control all the outstanding approvals or decisions you have to make across various Workflows. Rather than looking at each document individually, Workflow Actions consolidates everything so you never overlook a significant approval.
Workflow Actions also facilitate communication. If you have checked the "Send Email Alert" checkbox in the Workflow you created, the system will send automatic alerts to users when their action is needed. In the new releases, you can:
Send email and in-app notifications.
Attach the corresponding document directly for them to review easily.
Send Approve / Reject / Request Changes links in the email.
Set various rules for different states (such as urgent approvals receive high-priority notifications).
To visit Workflow Actions, follow these steps:
You will find a full list of all awaiting approvals that have been delegated to you. You can expand the list, go through every entry, and take swift actions without having to open each document manually.
If a User has permission to act on specific workflows, the system will notify them (email and/or system notifications) with the applicable document information. The user can then Approve, Reject, or transition to the next state.
For instance:
A Manager is asked for approval on a Sales Order → they receive a notification and an email with the order included.
From the email itself, the Manager can approve/reject the request.
The Workflow Action list within the system also indicates the same pending task, making sure it's not forgotten.
Workflow Action Email
Users get emails that summarize what action to take. In the latest versions, these emails can be customized with:
Dynamic fields (e.g., Customer Name, Order Total, Leave Dates).
Direct action buttons (Approve / Reject).
Custom branding (logos, signatures, disclaimers).
This makes it easier and faster for users to reply without the need to go through multiple screens.
Further, users are also able to see what is included in their Workflow Action list in the system, which is akin to a to-do list of all the approvals they need to give. This helps ensure people get held accountable and speeds up the decision-making process.
Note:
You can define a custom email template for Workflow Actions for every Workflow State. The template can have instructions or reminders for the next action.
Workflow Actions are not created for optional transitions (i.e., steps that are not mandatory in the process).
In the latest version, Workflow Actions also integrate with Assignment Rules so tasks can automatically be routed to the right person without manual intervention.