Workflows & Approvals — User Guide

A task-oriented guide to setting up document lifecycles and approval sign-off across the whole Hitaji 360 ERP — for business owners, finance and HR administrators, and anyone who has to answer “who approves this, and why is it stuck?” This one feature governs how documents move and who signs them off in every ERP module: accounting, procurement, HR, personal finance, CRM and projects. Configure it once here and every module follows the same rules. You’ll find it at: Settings → ERP → Organization → Workflows & Approvals (route /settings/erp/organization/workflows).

Hitaji 360 is multi-business: the shape of a workflow is set for your whole organisation, but who approves is set per business. Make sure the correct business is selected in the business switcher before editing approvers.

📷 Screenshots are added in a later pass. For now each page names the exact route and the on-screen buttons to click.

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Start here

• Overview — the two layers (path + sign-off)
• Accessing Workflows & Approvals — where it is, who can use it, and scope

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Designing workflows

• The Workflow Editor — states, transitions, visual & form views
• Approval Policies — who signs off, in what order, above what amount
• Role Bindings — pointing a role at specific people

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Using and understanding them

• How Approvals Work Day to Day — submitting, approving, rejecting, queries
• Document Types Reference — every document’s path & default approvers

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The 60-second version

• A workflow is a document’s path: Draft → PendingApproval → Approved → …. The states and arrows are the same across your organisation.
• An approval policy hangs off the Approve step and says who signs off — a role, a specific person, or the submitter’s manager / department head — with optional amount bands so bigger documents need more sign-off. Approval policies are set per business.
• No approval rule means auto-approved: most document types ship with no rule, so submitting approves them until you add sign-off. The two advances (salary and work) are the exceptions — they ship with a working chain.
• You can’t approve your own submission — ever. And locked (system) steps — shown with a lock icon — are driven by the platform and can’t be edited.
• Customised something and want it back? Reset to default on that document type.

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Looking for how a specific module uses approvals in practice? See the Accounting and HR user guides — the per-document pages (expenses, leave, advances, requisitions…) describe each document’s own screen and cross-reference the rules you set up here.