The Workflows page allows you to change the Payment routing rules that determine internal approvals, signatures, and disbursements of Payments. Workflows can be aligned to your business rules and provide additional oversight on specific payments. This page is found within Settings, but you will only see the Workflows page if you have admin permission.
Approval Workflows
The Approval Workflows allow you to determine which internal stakeholders need to approve a Payment before it is sent for signature or disbursement. You can configure these workflows based on criteria such as Value Ranges, Payment types, and the bank account from which the Payment will be sent. This segmentation helps ensure that the appropriate level of oversight is applied to each payment.
In the Approval Workflow configuration section, you can specify the following:
Approval Name: Enter the name for the approval workflow.
Value Range: Set the minimum and maximum value for the approval.
Users: Select the users who will be responsible for approving the payments.
Payment Types: Select the payment types required for the approval.
Bank Accounts: Select the bank accounts associated with the approval.
In the Approval Configuration section, you have three options:
Configure Approval Workflow: Allows you to specify users who need to physically review and approve the payments. You can add a group of users, but only one person from the group needs to approve to move the payment to the next step.
Auto Approve: Automatically approves payments that fall within the criteria you have specified.
Auto Reject: Automatically rejects payments that fall within the criteria you have specified.
Signature Workflows
After Payments are approved, they need to be signed. Note that only check and eCheck payments require a signature.
In the Signature Workflow configuration section, you can specify the following:
Signature Name: Enter the name for the signature workflow.
Bank Accounts: Select the bank accounts associated with the signature.
Value Range: Set the minimum and maximum value for the signature.
Payment Types: Select the payment types required for the signature.
Users: Select the users who will be responsible for signing the payments.
In the Signature Configuration section, you have three options:
Configure Signature Workflow: Allows you to specify users who need to physically sign the payments. You can choose a Signature type:
One Digital Signature: Requires one person to digitally sign
Two Digital Signatures: Requires two people to digitally sign.
Wet Signature: The payment will be printed without a signature and must be physically signed in person.
Auto Sign: Automatically signs payments that fall within the criteria you have specified.
Auto Reject: Automatically rejects payments that fall within the criteria you have specified.
Note: Signature workflows can be used as a second line of approval even if the payment won't be digitally signed.
Disbursement Workflows
Disbursement workflows are intended for those users who want to be notified when a payment is ready to be disbursed. It also gives print managers the control of when to secure release the payment to print.
In the Disbursement Configuration section, you can specify the following:
Disbursements Name: Enter the name for the disbursement.
Bank Accounts: Select the bank accounts associated with the disbursement.
Payment Types: Select the payment type required for the disbursement.
Value Range: Set the minimum and maximum value for the disbursement.
Users: Select the users who will be notified and have control over the disbursement process.
Note: Disbursement workflows are not required and disbursements can be automated without intervention.
Output Configuration
Output workflows control what happens after the payment has been disbursed.
In the Output Workflow configuration section, you can specify the following:
Name: Enter the name for the output configuration.
Output Execution: Choose between manual or automatic execution.
Manual: Requires a user to manually disburse each payment.
Automatic: Can be set on a schedule to automatically disburse payments at a given frequency, for example:
Every hour
Once a day at 1 PM
Weekly on Monday, Wednesday, and Friday at 5 PM
Type: Select the types of output (Document, Email, ACH).
Configuration Types:
Document: Specify the Document Template to use and which printer the check payments should be sent to. This applies only to checks.
Email: Initiate an automated email to the payee with the attached non-negotiable copy or remittance form for all check payments. This email template can be customized, and you can choose to also include any payment attachments in the email.
ACH: Initiate an automated email to the payee with the attached non-negotiable copy or remittance form for all ACH payments. This email template can be customized, and you can choose to also include any payment attachments in the email.