Yuki Workflow (approve tasks and/or invoices)

The Yuki Workflow feature helps you structure, assign, and monitor internal processes. This feature consists of tasks, smart workflow rules, and an extension for the smartphone app. Thanks to its flexible design, Yuki Workflow is highly versatile: from approving purchase invoices and organizing orders to following up on work assignments or meeting notes.

TIP!

You can use the Yuki Assistant app on your smartphone to approve invoices.

Yuki Workflow is fully integrated with the Yuki Calendar.

Yuki Workflow is only available if a user with the “Management” role has selected the Medium, Large, or Unlimited bundle via the Yuki Store within the domain.

FOR FREQUENTLY ASKED QUESTIONS ABOUT THIS FEATURE, SEE WORKFLOW FAQ!

Setup: how do you set up a workflow?

Setting up an effective workflow involves the following steps:

• Create task types: If necessary, create specific task types for your organization
  (see article Create new task type).
• Define steps: For each task type, determine which fixed follow-up steps must be completed.
• Set up rules: Use smart workflow rules to automatically generate tasks, for example, immediately after processing an invoice.
  (see article Create workflow rule).
• Monitor and execute: Monitor your own or your team’s pending tasks and approve tasks or invoices in a timely manner.

Features of Yuki Workflow

Approve purchase invoices (Authorization)

Yuki Workflow is integrated with the Yuki Payment service (Payment list). This allows you to involve employees or budget managers in the approval process for purchase invoices before they are actually added to the payment list.

• Mobile approval: Employees can view and approve invoices directly via their personal to-do list in Yuki or through the Yuki Assistant app on their smartphone.
• This process is fully customizable based on authorization levels.
  (see articles Set up 'release invoices for payment' workflow and Manage 'release invoices for payment' workflow).

Track work orders

Easily assign and track customer orders within your organization. You can define workflow processes in four clear steps that can involve multiple colleagues:

• Step 1: Define the work order.
• Step 2: Approve the task and assign it to the appropriate person.
• Step 3: The person assigned to the task completes it and marks it as complete.
• Step 4: The final result is reviewed and approved.

Record meeting notes and reminders

This feature is also ideal for smaller administrative tasks. Quickly record meeting notes, phone notes, or action items and assign them to yourself or a colleague as a follow-up task. This increases efficiency and ensures that no loose ends are left unresolved.