Workflows and Approvals
Starting workflows, approving from email, delegations, SLAs, escalations — the questions about getting things approved.
Workflows and Approvals
How do I start a workflow?
Open the document, click Start Workflow, choose a template (e.g., “Document Approval”, “Invoice Processing”). Papyrus pre-selects approvers based on your department and document type.
Where do I see tasks waiting for me?
Workspaces → Workflows → My Approvals. Tasks are sorted by SLA urgency. Open each to review.
Can I approve from my email?
Yes. Every notification email contains a one-click approval link. You can approve, reject, or request changes without signing into Papyrus — your action is authenticated via a signed token in the link.
What if I'm on leave?
Set “Out of Office” in your profile and choose a delegate. All workflow tasks routed to you while OOO automatically forward to the delegate. The audit log captures the delegation.
What does an SLA breach mean?
Each step has a deadline. If you don't act in time, the SLA breaches — typically: a reminder goes to you, then an escalation to your manager, then a Tenant Admin alert. The original task stays in your queue; the escalation is informational.
Can I bulk-approve?
Yes. Filter your queue (e.g., “Invoices under KES 50K from approved suppliers”), select multiple, click “Bulk approve”. Each approval is audited individually.
Can I delegate a single task without going on leave?
Yes. Open the task, click Delegate, choose a user. The task moves to them; you remain in the loop via comments.
What if I rejected something by mistake?
Rejection is logged but the workflow is reversible by a Workflow Designer (admin role). The submitter can also re-submit a new version, which restarts the workflow.
Can workflows route based on document content?
Yes. Conditional nodes can branch on extracted metadata: invoices over KES 100K go to CFO; contracts with non-standard indemnity clauses go to Legal first. See the workflow designer for the full node set.