Microix Workflow Modules provides several options to help organizations streamline electronic document approvals and reduce manual processing.
Although batch approval is not currently supported, organizations can use existing workflow configurations and features to reduce approval processing time while maintaining the necessary business rules, documentation, and audit trail.
Microix processes documents through configurable workflows that determine approval levels, assigned approvers, business rules, and other requirements.
Each document is evaluated individually to ensure the applicable workflow rules and validations are satisfied. Because these rules can vary by document, workflow, and organization, Microix does not currently support selecting multiple documents and approving them simultaneously.
However, several alternatives are available to simplify the approval process.
Express Mode allows approvers to approve documents directly from the Approval List without opening each document individually.
This is particularly useful when approvers have sufficient information in the Approval List to make an approval decision without reviewing the full document.
How it works:
Important: Express Mode does not provide mass approval. Each document must still be selected and approved individually.
Common use cases:
Organizations can configure workflows to reduce the number of approval steps required for specific transactions.
For example, certain transactions may have already been reviewed or authorized through an external process, such as corporate credit card purchases, recurring contractual obligations, or internally approved expenditures.
In these situations, it may be possible to configure the workflow so that qualifying documents advance directly to a higher approval level, bypassing unnecessary intermediate approval steps.
Example:
An organization normally requires three approval levels for invoices:
For a particular transaction type that has already received prior authorization, the organization may determine that Level 1 and Level 2 approvals are unnecessary.
The workflow can be configured to route qualifying documents directly to Level 3 for final review and processing, reducing the number of approvals required.
Benefits:
Important: Workflow changes should be evaluated carefully to ensure that required financial controls and organizational approval policies remain in place.
Category Routing allows organizations to automatically direct documents to specific approval levels based on how a transaction is coded or categorized.
Rather than requiring every document to follow the same approval path, Category Routing can determine the appropriate approval level based on either of the following:
Transaction Coding: Routes documents based on the expense account or other accounting segments used to code the transaction.
User-Selected Category: Routes documents based on a specific category selected by the requester to identify the type of transaction being submitted, such as Credit Card Transactions, Reimbursements, or Administrative Expenses.
Example:
An organization processes both standard invoices and corporate credit card transactions through the same workflow.
Standard invoices require approval from the Department Manager, Finance Manager, and Accounting. However, corporate credit card transactions have already been authorized and paid, so the organization only requires a final Accounting review.
Using Category Routing, the workflow can automatically route documents identified as Credit Card Transactions directly to the Accounting approval level, bypassing the intermediate approval levels.
This approach allows organizations to streamline approvals for qualifying transactions without requiring separate workflows for every transaction type.
For organizations transferring approved invoices or other supported transactions to MIP, Microix provides a Batch Transfer feature.
This allows the Accounting Department to transfer multiple eligible documents without manually selecting and transferring each document individually.
Batch Transfer is particularly helpful when processing large volumes of transactions that have already completed the required approval process.
Before modifying the approval process, organizations should review their existing workflow configurations and determine which approval steps are required.
Consider the following:
Review existing approval levels. Identify approval steps that may be unnecessary for certain transaction types.
Evaluate prior authorization. Determine whether specific documents have already undergone an approved authorization process.
Separate transaction types when appropriate. Create dedicated workflows for transactions requiring different levels of review.
Use Express Mode. Allow approvers to process routine transactions efficiently without opening each document.
Maintain audit requirements. Ensure workflow changes continue to meet organizational policies and documentation requirements.
Review accounting transfer procedures. Use Batch Transfer where applicable to reduce manual processing after approval.
Although Microix does not currently offer mass approval functionality, organizations can significantly reduce approval processing time by taking advantage of existing workflow features.
Express Mode, streamlined approval levels, dedicated workflows, and Batch Transfer provide practical alternatives for processing high volumes of documents efficiently.
Organizations should review their workflow configurations to determine which combination of these features best meets their operational needs while maintaining appropriate financial controls and audit requirements.