Once the form has been submitted, Process Director begins to run the Travel Expense Approval Process Timeline. This Process Timeline controls the approval process for the travel request you just created.
The first Process Timeline activity is the Initial Approval activity, which is assigned to the person you selected as the initial approver when you filled out the form. To run through that step, log out of Process Director, then log back in as the approver you selected. Assuming you selected Lane Marsden as the initial approver, use the user name “lane” with no password, to log back in.
When you log in, Lane Marsden’s home page will show a Task List pane the upper left section of the screen. There will be a task in the list that says “Travel Expenses Request FormSubmitted On…” Click on this task, and the eForm will open, showing the request.
There will also be two new sections on the eForm. The first new section is the Approval Comments section.
The Process Timeline is set up to require comments in this section if you disapprove the request. For the walkthrough, we want to see the whole process work all the way through to the finish, so we are going to approve the request at this stage.
Before we do so, take a look at the final section of the form, which is the Routing Slip section.
The routing slip gives you a way to visually track where you are in the request’s approval process. Perhaps more importantly, it shows you where you’ve been: who has taken action in the process, what actions they took, and any comments they added along the way. In this case, we can see the date the originator submitted the initial request. We also see that the request is currently assigned to Lane Marsden.
Let’s move the request along by clicking the Approved button at the bottom of the form to close and save the request, and initiate the next activity on the Process Timeline. In this case, since the amount was over $1,000, the request will be sent to all the members of the Finance group.
We need to log back in as a member of the finance group. So, log out of Process Director again, and log back in as Alex Greene by using the user name “alex” and no password.
Since Alex Greene is a member of the Finance group, the Task List pane of Alex’s home page will show the request task is waiting. Click on the task to open the form.
As before, the “Approval Comments” and “Routing Slip” sections are displayed on the form, but now the routing slip has changed to reflect Lane Marsden’s approval.
Notice that we see Lane Marsden’s approval and signature, as well as Marty Brock's signature. As an aside, each user can have a signature file associated with their account to display a physical signature. Describing that process goes beyond the scope of this walk-through, but now you know the capability exists.
At this stage, every person in the Finance Group has this task showing in their task list, just as Alex Greene does. Only one member of that group actually needs to work on this task, so the Process Timeline activity will assign it to the first member of the Finance Group that accepts it by opening the form and clicking the Accept Task button. Click on Accept Task and note that the routing slip changes to show that Alex has this request as an active task, while the other members of the Finance group are no longer required.
Now you can click on the Approved button to approve the travel request. That task having been completed, the final step of the Process Timeline notifies the initial submitter that the travel request has been approved. At this point, the travel request process is complete.
Let’s take a look at the finished request, to see the routing slip one last time. Log out of the system, then log back in as "marty". Once you've logged in, click on the My Expense Requests button at the top of the Process Director screen to open the knowledge view that shows all of the travel requests for Marty Long.
Now click on the Travel Request you just completed to open the eForm. When you scroll down to the Routing Slip section, you can see how the routing slip looks in its final form.
The completed routing slip shows us everyone who participated in the process, when they participated, and what the final disposition was. It is automatically created within every process, and can be viewed using the process administration interface, or, as is the case in our sample, directly on the form. The routing slip provides a clear, auditable history of the process that can be retrieved and examined for any number of reasons, including audits, process improvement reviews, etc.