What is a workflow?
A workflow is a predefined sequence of approval steps. When a document is sent into a workflow, it goes through the defined steps in the specified order. Each step defines who approves, which fields have to be filled in, and optional conditions that determine whether the step is triggered.
Creating a workflow
Open Settings and go to Workflows
Click Create
Enter a name, for example "Marketing approvals" or "Invoice approval".
Optionally, add a short description
Add the approval steps. For each step, define the approvers and the fields that have to be filled in
Save the workflow
Tip: A description helps users identify the correct workflow when assigning it manually.
Defining approvers per step
Each approval step supports different types of approvers:
A single person: This user is solely responsible for the approval in this step.
Multiple people: The approval of one of the selected people is sufficient. The remaining people do not need to take action.
A team: All team members with approval permission are potential approvers for the step. The approval of one team member is sufficient.
A dynamic field: Candis determines the approver at runtime based on the value of an invoice field. This way, the responsible person is selected automatically based on, for example, the cost center, without adjusting the workflow for individual cases.
Note: If every person in a step has to approve, create separate consecutive approval steps with one person each.
Adding conditions to approval steps
Conditions determine whether an approval step is triggered. Conditions are defined directly on the approval step in the workflow editor.
A common condition is an amount threshold, for example "Total > €1,000" or "Total > €10,000".
Note: Amount thresholds are treated as absolute values. The condition "Total > 1,000" applies both to invoices over €1,000 and to credit notes under –€1,000.
Example: workflow with conditions
The following scenario describes a multi-step workflow:
All invoices are reviewed by a clerk. From €10,000, management also has to approve.
Step 1: Approval by clerk — no condition, always applies
Step 2: Approval by management — condition: Total > €10,000
An invoice for €250 goes through step 1 only. An invoice for €15,000 goes through both steps.
Applying a workflow to an invoice
Instead of setting up individual approval stages manually for each invoice, select a prepared workflow. Open the invoice in the detail view and select the workflow from the list in the approval section.
The invoice is routed to the approvers in the defined order. Conditions are evaluated automatically. Steps whose condition does not apply are skipped. Mandatory fields are validated per step.
Editing a workflow
Open Settings → Workflows
Select the workflow from the list
Change the name, description, approval steps, mandatory fields, or conditions, and save
Note: Changes to a workflow apply only to invoices sent into the workflow after the change. Approvals in progress are not updated retroactively.