Approval workflows: library and builder

Activate only when every step resolves eligible approvers, conditions are coherent and timeout behaviour is explicit.

ScreenSystem → Settings → Approval workflows

OwnerWorkflow administrator

PermissionWorkflow manage, not request-view alone

The empty state only means no matching definition exists. The intended flow starts with an Inactive definition, then steps and conditions → readiness check → activation.

Screen layout

Open Approval workflows in Rifena →

• Library: search, filter, select or create a definition.
• Canvas: source request → approval steps → outcome.
• Inspector: details, conditions, activation and fallback.
• Step editor: approver source/value, decision mode, skip condition, timeout, escalation and delegation.
• Readiness summary: blockers before activation.

With no definitions, the library shows an empty state and a create action. This is expected without an error. Start with one real workflow, not many empty definitions.

Create a workflow

1. Choose Create workflow.
2. Enter a name, choose the business resource and set priority. Current resources include leave, overtime, payroll run, payment, shift change, tax exemption, component override, employee event, advance, expense claim and KPI score.
3. Add applicability conditions when needed.
4. Add at least one approval step.
5. Choose approver type and value.
6. Configure mode, skip condition, timeout, escalation and delegation only when required.
7. Review canvas and readiness.
8. Choose Save draft; the record remains Inactive. Activate only after blockers are cleared.

Step actions

Add

Appends another decision to the end of the current route; its approver must resolve at runtime.

Edit

Changes approver source, mode, condition or timeout behaviour.

Move up/down

Reorders only while the definition is Inactive; deactivate and save before arranging a different route.

Delete

Removes a step from the definition without erasing completed request history.

Delegate

Allows an eligible person to replace/assist at the current step; permission and scope still apply.

State and save behaviour

• Inactive: a saved definition that remains editable and reorderable; it accepts no new requests.
• Active: requires valid steps and mandatory conditions.

An inactive save is not applied. Verify Active and run a representative request.

Approvers and fallback

At decision time, each recipient must be active and hold the domain permission and data scope. Domain-decision resources use a safe fallback and cannot enable auto-approval when nothing matches. Other resources can expose auto-approve if no workflow matches; enable it only as an explicit business decision, never to hide a permission or resolver defect. Payroll and KPI must not self-approve just because no approver was found.

Review in-flight requests before editing

Before changing order, approver or conditions, inspect active requests. Their workflow version may need to remain stable for decision history.

Verify after activation

1. Submit a representative request as a requester.
2. Confirm it reaches the correct first approver.
3. Test one approve and one reject branch.
4. Test both matching and non-matching conditions.
5. Confirm domain changes happen only after a valid decision.
6. Clean up test data according to the domain process.

When an action is missing

• Page absent: no workflow management permission.
• Empty library: no definitions; create one.
• Cannot activate: resolve readiness blockers.
• Cannot reorder: the definition is Active; make it Inactive, save, then reorder. Review pending requests separately before changing the route.

See Approvals and permissions setup and Manager role guide.