Institutional Management
Workflow & Approvals
Make the next decision visible.
Connect requests, decision rules and approval responsibilities so teams can follow the status of administrative work.
Connect request details to the correct approval path.
START WITH THE ACTUAL WORK
Why connect workflow & approvals?
Requests stall when nobody knows whose approval is needed or whether the person expected to act has actually received the work.
WHAT THIS CAPABILITY BRINGS TOGETHER
Workflow & Approvals: records, decisions, and handovers.
Conditional routing
Connect request details to the correct approval path.
An owned decision queue
Give reviewers the evidence, authority, and next action for the request.
Decision history
Record approvals, rejections, returns, and delegated handling.
FOLLOW THE WORK FROM START TO FINISH
Explore the workflow & approvals workflow.
This interactive illustration explains the operating model. It contains no live institutional records.
Conditional routing
Connect request details to the correct approval path.
An owned decision queue
Give reviewers the evidence, authority, and next action for the request.
Decision history
Record approvals, rejections, returns, and delegated handling.
Receive a request
Receive the request with its required evidence.
A WORKED EXAMPLE · ILLUSTRATIVE SCENARIO
An approver is away when the deadline arrives
A purchase request needs review while its usual approver is on leave. An overdue notification alone does not establish who can make the decision.
The decision and its context
Define delegation, authority limits and escalation before the exception occurs. Preserve the original request, decision evidence and acting approver; prevent a requester from approving their own work where separation is required.
What a complete outcome looks like
The request should reach an authorized owner and retain a traceable decision. A workflow completed automatically is not equivalent to a human approval.
A CAPABILITY, NOT AN ISLAND
Connect workflow & approvals with the next workflow.
The same institutional context should support the next responsible team’s action. Explore the connected capabilities.
Connect purchasing requests, supplier decisions, approvals and the receipt of goods or services.
Staff Attendance & LeaveConnect staff attendance, leave requests, balances and coverage decisions to departmental responsibilities.
Forms & SurveysCollect structured information from the right audience and connect responses to institutional follow-up.
YOUR INSTITUTION’S RULES
Set the rules for workflow & approvals.
- Routing conditions and approval levels
- Delegation and absence arrangements
- Decision deadlines and escalation owners
WHEN THE DAY DOESN’T FOLLOW THE DEFAULT
The expected approver is unavailable
Use the approved delegation path without silently bypassing required authority.
Workflow & ApprovalsConditional routing → Decision historySEE HOW THE WORK CONNECTS
Workflow & Approvals
Process owners · Approvers. Connect request details to the correct approval path.
- 01
Conditional routing
Connect request details to the correct approval path.
- 02
An owned decision queue
Give reviewers the evidence, authority, and next action for the request.
- 03
Decision history
Record approvals, rejections, returns, and delegated handling.
Illustrative workflow · Shape the details around your institution.
AUTOMATION WITH A PURPOSE
When a routing condition is met.
Use an agreed trigger and response while keeping the responsible person in the decision.
A routing condition is met
Assign the next authorized reviewer with the relevant request evidence.
APPROPRIATE CONTROL
Who can act on workflow & approvals?
Workflow rules must preserve required authority and prevent a requester from approving their own request where separation is required.
Explore security and institutional controlKNOW WHETHER THE CHANGE IS HELPING
Work moving with accountability
Review time waiting at each decision stage and requests repeatedly returned for missing evidence.
Agree the baseline, reporting period, and owner before comparing results.Connect evidence to decisionsSEE IT IN YOUR CONTEXT
Different institutions. Specific responsibilities.
Institution perspectives
School groupsHigher educationPeople doing the work
Process ownersA practical introduction
Bring a representative workflow, one recurring exception, and the people who own the handoffs.
Plan your implementationBEFORE THE CONVERSATION
Useful questions about workflow & approvals.
Can a request follow different paths based on its amount?
Conditions such as value, department, category, or campus can determine the required approval level and sequence.
What evidence should an implementation review include?
Use named process owners, representative records, permission checks, and agreed acceptance criteria. Record the results and outstanding actions before expanding the rollout.
PUT YOUR PROCESS IN THE PICTURE
Explore workflow & approvals in your institution.
Start with your current workflow, the decisions that take time, and the handoffs you want to improve.
This public page presents Qentak’s capability model and an illustrative workflow. Available modules, integrations, operating rules, and rollout scope are established in your implementation plan.
Explore all 69 capabilities