> For the complete documentation index, see [llms.txt](https://zimba.gitbook.io/user-manual/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://zimba.gitbook.io/user-manual/product-guides/system-settings/workflows.md).

# Workflows

### Workflows

Workflows control how approvals are handled in the system before certain actions can be completed. They ensure there is proper authorization and internal control, especially for sensitive or high-impact actions such as disbursements, reversals, or write-offs. A workflow defines **who must approve**, in **which order**, and **what percentage of approval is required** before the action goes through.

Workflows are important because they:

* Prevent unauthorized transactions
* Strengthen accountability and transparency
* Support internal audit requirements
* Help institutions follow proper approval hierarchy
* Reduce fraud and operational risks

Once a workflow is set up, the selected action **cannot be completed until it is approved** by the designated users or user roles.

***

### Available Workflow Processes

The system currently supports the following workflow types:

1. **Transaction Reversal**
2. **Loan Write Off**
3. **Loan Disbursement**
4. **Reverse Disbursement Request**
5. **Loan Approval**
6. **Loan Topup**
7. **Share Purchase Reversal**
8. **Receivable Reversal**
9. **Payable Reversal**
10. **Asset Purchase Reversal**

Each of these workflows requires approval before the action is finalized, depending on how you configure it for your branch or institution.

## Setting Up Workflows

Under 'System Settings', click 'Workflows' and then select 'Add New Workflow' to create a new workflow. Specify the process you wish to create the workflow for, such as Transaction Reversal, Loan Approval, Loan Disbursement, Loan Write-offs, or Share Purchase Reversal.

<figure><img src="/files/8TrghWopgH7KjFcskRP1" alt="" width="375"><figcaption></figcaption></figure>

### Workflow Details

After saving the workflow, click the 'Action' button to delete, edit or view details.

<figure><img src="/files/tRDfbtnkSnRDKcnPOz9M" alt=""><figcaption></figcaption></figure>

When you click 'Details', you will be directed to a page where you can add levels to the workflow and assign staff members to each level. The person assigned to the first level will be responsible for the first approval, followed by the second level, and then the third, in that order.

<figure><img src="/files/L6jot3X67Kc9xW52n21f" alt="" width="375"><figcaption></figcaption></figure>

**Approval Percentage:** The approval percentage is set for each level in the workflow. For instance, if you set it to 100%, it means that all individuals on that level must approve the request for it to progress to the next level. However, if there are 2 individuals on a level and you set it to 50%, only one person needs to approve the request to advance to the next level.

### Workflow Automation

Here, you can set conditions for your workflow's movement. Click 'Automations' then  'Add Automation' to set conditions and save.

<figure><img src="/files/Vc85jUnlWreNpywN2NwA" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/oCE0Q4O4XlXIQgSjQip1" alt=""><figcaption></figcaption></figure>

#### Fields:

* **Condition:** For the condition, choose 'amount'. This means the condition will be based on the amount of money.
* **Comparison:** Select one of the options: 'greater than', 'greater than or equal to', 'less than', or 'less than or equal to'. Then, specify the value, such as the amount of money. For example, if you choose 'greater than' and set the value to 1 million, it means you're setting the condition for amounts greater than 1 million.
* **Outcome:**&#x20;

  For the outcome, select either 'start level' or 'last level'.

  * If you choose 'start level', then select the level you want the workflow to begin with.
  * If you choose 'last level', then select the level where you want the workflow to end, receiving the final approval.

<figure><img src="/files/2YRDzT8WKAPNMCTvvUSE" alt=""><figcaption></figcaption></figure>

* **Status:** You can activate or deactivate the automation.