ApprovalMax supports a tool that allows you to copy a workflow setup between different workflow types in the same Organisation and between different Organisations under the same account.
The Copy Workflow tool helps to reduce the time needed for the workflow setup and allows to roll out additional Organisations/workflows faster.
Which workflows can be copied?
Different workflow types in the same Organisation
Different workflow types in different (multiple) Organisations under the same account
How copy a workflow to one other workflow
In the main menu, select the Organisation of the workflow you want to copy and open Approval workflows under Workflows and settings:
Open the original workflow and click on the ... icon:
Select “Copy workflow”:
Under the COPY TO SINGLE WORKFLOW tab, select the target Organisation and the target workflow. Then click on DONE:
If you’re copying the same workflow type to another organisation, it is also possible to copy the workflow’s settings by ticking the checkbox for “Copy workflow settings”.
With the copying completed, a pop-up will display:
Which workflow was copied
Where it was copied to
Additional warnings depending on various criteria
Please note: The target Organisation should not be disconnected from the accounting system, or retired. Such Organisations will not be displayed as available options.
How to copy a workflow to multiple other workflows
In the main menu, select the Organisation of the workflow you want to copy and open Approval workflows under Workflows and settings:
Open the original workflow and click on the ... icon:
Select “Copy workflow”:
Under the COPY TO MULTIPLE WORKFLOWS tab, select the target Organisation and the target workflow(s). If you want to copy a workflow to multiple Organisations and workflow(s) simultaneously, select one target Organisation and the target workflows. Then, select another target Organisation and the target workflows. When ready, click on DONE:
If you’re copying the same workflow types to another organisation, it is also possible to copy the workflow’s settings by ticking the checkbox for “Copy workflow settings”.
With the copying completed, a pop-up will be displayed:
Who can copy a workflow to another workflow?
Only Administrators/Workflow Managers/Account Owners can copy workflows.
Restrictions/Rules
If workflow values differ from one Organisation to another, they will be ignored during the copying.
The whole workflow setup gets copied from the original workflow to the target workflow and overwrites it. These changes cannot be revoked.
The Auto-approval step does not get copied due to security reasons (because if some parameters are omitted during the copying, it could lead to all/some requests getting approved automatically).
To ensure consistency, the old workflow will still be applied to documents that are already Awaiting Approval. However, it is possible to apply the new workflow settings to already created but not yet approved requests by clicking on Restart.