Workflow

Workflow adds control and automation to XO — route documents for approval, and trigger actions on events, across Books, People, Sales, Operations, and Commerce.

Approval cycles

1. Go to XO Core → Workflow → Approvals → New.
2. Choose the document (journal, invoice, PO, expense claim, payroll, leave…).
3. Define the cycle: stages (e.g. Draft → Pending → Approved), approvers, and thresholds (e.g. > SAR 10,000 needs a second approver).
4. Set conditional routing by amount, branch, or category.

📷 Screenshot: an approval cycle with stages, approvers, and a threshold rule.

Delegation & escalation

• Delegation: an approver going on leave hands approvals to a colleague.
• Escalation/reminders: XO nudges late approvers and can escalate up the chain.

Automation

1. Open Workflow → Automations → New.
2. Pick a trigger (record created/updated, status changed, date reached).
3. Add conditions and actions (set a value, notify, create a task, send a message).
4. Activate — XO runs it automatically.

Best practices

• Keep cycles as short as governance allows — every step adds delay.
• Always set delegation so leave doesn’t stall approvals.
• Use automations for repetitive admin (status nudges, reminders).

Troubleshooting

• Approval stuck. An approver is unavailable — set/confirm a delegate.
• Automation didn’t run. Re-check the trigger conditions and that it’s active.

Related guides

• Access
• Fields
• Messaging