Configuring Order Flows

Learn how to set up approval workflows and custom order states

Overview

Order Flows in SubBase allow you to customize how orders move through your approval process. You can configure:

• Required approvals based on order value
• Custom workflow states
• Automatic routing rules
• Notifications at each stage

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Understanding Order Flows

Default Flow

Out of the box, orders follow this basic flow:

Draft → Ordered → Delivered

Custom Flows

With custom flows, you can add stages like:

Draft → Pending Approval → Approved → Ordered → Delivered

Or even more complex:

Draft → Team Lead Review → Manager Approval → Finance Review → Approved → Ordered

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Setting Up Order Flows

Accessing Flow Settings

1. Go to Settings

   Navigate to Settings from the main menu.

2. Click Order Flows

   Select Order Flows or Workflow Settings.

Creating a Flow

1. Click New Flow

   Click + New Order Flow.

2. Name the Flow

   Give it a descriptive name (e.g., “Standard Approval”, “Large Order Flow”).

3. Add Stages

   Define the stages orders will go through.

4. Set Conditions

   Define when this flow applies (by amount, project, etc.).

5. Save

   Activate the flow.

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Flow Stages

Common Stage Types

Stage	Purpose
Draft	Initial creation
Pending Approval	Awaiting review
Approved	Ready to send
Ordered	Sent to vendor
Confirmed	Vendor acknowledged
Delivered	Complete
Rejected	Not approved

Custom Stages

Create custom stages for your process:

1. Click Add Stage
2. Name the stage
3. Set who can approve
4. Configure notifications
5. Define the next stage

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Approval Rules

Amount-Based Approvals

Configure approvals based on order value:

1. Set Threshold

   Define the dollar amount that triggers approval.

2. Assign Approvers

   Select who can approve orders at this level.

3. Add Tiers

   Create multiple tiers for different amounts.

Example:

Order Amount	Required Approval
Under $1,000	No approval needed
$1,000 -$10,000	Project Manager
$10,000 -$50,000	Director
Over $50,000	VP + Director

Role-Based Approvals

Assign approval rights by role:

• Field Users – Can create drafts only
• Project Managers – Can approve up to threshold
• Directors – Can approve higher amounts
• Admins – Can approve all orders

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Configuring Approvers

Assigning Approvers

For each approval stage:

1. Select Approvers setting
2. Choose how approvers are assigned:
   • Specific Users – Named individuals
   • Roles – Anyone with the role
   • Project Managers – Assigned PM for the project
   • Requester’s Manager – Organizational hierarchy

Multiple Approvers

Configure multi-person approval:

• Any One – First approver clears the stage
• All Required – Everyone must approve
• Sequential – Approvers in order

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Notifications

Automatic Notifications

Configure who gets notified and when:

Event	Who to Notify
Order needs approval	Assigned approvers
Order approved	Requester
Order rejected	Requester
Order sent	Vendor contacts
Order delivered	Assignee

Setting Up Notifications

1. Open Stage Settings

   Edit the stage in your flow.

2. Configure Notifications

   Select events and recipients.

3. Customize Message

   Optionally customize the notification text.

4. Save

   Notifications are active.

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Assignees and Watchers

Assignees

The Assignee is responsible for the current action:

• On draft: The person creating the order
• Pending approval: The approver
• Ordered: The person managing the order

Watchers

Watchers receive notifications but don’t have action items:

• Add watchers to keep stakeholders informed
• Watchers can be added by anyone on the order
• Watchers can add comments

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Flow Conditions

Applying Flows by Criteria

Set conditions for when a flow applies:

Condition	Example
Order Amount	Over $5,000
Project	Specific projects
Vendor	Certain vendors
Category	Material categories
User	Who created the order

Multiple Flows

You can have multiple flows with different conditions. SubBase applies the most specific matching flow.

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Invoice Flows

Similar flows can be configured for invoices:

Received → Reconciliation → Review → Approved → Posted

Invoice-Specific Settings

• Reconciliation requirements
• Approval thresholds
• ERP posting rules

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Testing Flows

Before activating a new flow:

1. Create Test Order

   Create a draft order that matches flow conditions.

2. Submit for Approval

   Move through the workflow.

3. Verify Notifications

   Confirm the right people are notified.

4. Check Transitions

   Ensure stages transition correctly.

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Managing Existing Flows

Editing Flows

1. Open the flow in settings
2. Make changes to stages or rules
3. Save

Changes affect new orders only. In-progress orders continue with the flow they started on.

Deactivating Flows

To disable a flow:

1. Open flow settings
2. Toggle Active off
3. Select a replacement flow if needed

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Best Practices

Keep It Simple

Don’t over-complicate flows. More stages mean slower processing.

Clear Thresholds

Set approval amounts that match your company policy.

Test First

Test new flows before making them the default.

Document Policies

Keep your approval policies documented outside SubBase too.

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Related Guides

Creating Purchase Orders

Create orders that flow through your workflows.

Processing Invoices

Configure invoice approval flows.