---
title: "Workflows Overview"
slug: "workflows"
description: "Workflows enable multi-level approval chains for AP invoices and other transactions in R365."
updated: 2026-05-08T22:16:25Z
published: 2026-05-08T22:16:25Z
canonical: "docs.restaurant365.com/workflows"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflows Overview

The Workflows feature in R365 allows your organization to establish a chain of approvals for specific transaction types. Workflows can be configured for [AP invoices](https://help.restaurant365.net/en/support/solutions/articles/12000038953-entering-invoices-at-corporate), [journal entries](/doc/docs/journal-entries-overview), and [payment runs](/doc/docs/payment-runs-page). If Workforce is enabled, Workflows can also be configured for employee record changes.

Workflows can be established for each [location](/doc/docs/legal-entities-location-record) or [location reporting category](/doc/docs/location-reporting-categories), as well as for specific [vendors](/doc/docs/vendor-record). Each workflow can have up to 10 approval levels and can include individual approvers and/or [workflow group](/doc/docs/workflow-approval-groups) approvers.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image(320).png?sv=2026-02-06&spr=https&st=2026-10-29T09%3A43%3A21Z&se=2026-10-29T10%3A43%3A21Z&sr=c&sp=r&sig=1bNu2uoeS45iwEqDsiVM1N%2BjRVHclJTC6GO7hJtwZiY%3D)

---

## Security

The permissions listed here are associated with Workflows. These permissions can be added to custom user roles or to individual users. Learn more about [managing permissions and custom user roles here.](/doc/docs/custom-user-roles)

Workflows permissions are found in the permission tree as follows:

- Administration
  - Workflows
    - Edit Workflows Setup
    - Access All Workflows Tab
    - Access Upcoming Tab
    - Approve/Deny any Workflow Trx
    - Workflow Groups
      - View Workflow Groups
      - Edit Workflow Groups
      - Create Workflow Groups
      - Delete Workflow Groups

The [Permission Access report](/doc/docs/generating-a-permissions-access-report) can be used to determine which [user roles](/doc/docs/security-permissions-user-roles) or [users](https://help.restaurant365.net/support/login) already have these permissions assigned.

Learn more about [User Setup and Security here](/doc/docs/user-setup-security-and-location-access).

It is important to note that users with the ability to approve any workflow transaction are still subject to follow a workflow if they are assigned to a workflow.

---

## Navigation

| Users with Full Access or User Setup permissions can access the Workflow Setup page to configure and maintain workflows. 1. Open the **Admin** application. 2. Expand the **Accounting** category. 3. Select **Workflow setup.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PSDATU26.png?sv=2026-02-06&spr=https&st=2026-10-29T09%3A43%3A21Z&se=2026-10-29T10%3A43%3A21Z&sr=c&sp=r&sig=1bNu2uoeS45iwEqDsiVM1N%2BjRVHclJTC6GO7hJtwZiY%3D) | Users who have been assigned to a Level in an existing Workflow gain access to the My Workflows page. Hover over **the user icon** in the top right corner of the screen and select **My Workflows**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FY6MGEQ5.png?sv=2026-02-06&spr=https&st=2026-10-29T09%3A43%3A21Z&se=2026-10-29T10%3A43%3A21Z&sr=c&sp=r&sig=1bNu2uoeS45iwEqDsiVM1N%2BjRVHclJTC6GO7hJtwZiY%3D) |
| --- | --- |

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## Workflows Setup

Before workflows are available to use in R365, they must first be established on the [Workflows Setup page](/doc/docs/workflows-setup).

---

## Workflow Groups

[Workflow groups](/doc/docs/workflow-approval-groups) enable multiple users to approve workflows for a specified workflow level. When a workflow is assigned to a workflow group, it is not restricted to just one user's approval or denial, meaning that approvals can happen faster.

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## My Workflows

A user can view their assigned workflows on the [My Workflows page](/doc/docs/my-workflows).

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## Approving Workflows

Workflow approvals follow [approval hierarchy set by your organization](/doc/docs/approvals-in-workflows). Approvals can occur on both the record being approved, as well as on the My Workflows page.

---

## Workflows Example Flowchart

Walk through the approval hierarchy using an example workflow in this UML diagram. For more information, see [Workflows Example Flowchart](/doc/docs/workflows-example-flowchart).

Restaurant365

A database entry that contains detailed info about an employee, including personal details and employment history.

Access rights granted to users or user roles that dictate what actions they can perform within the system.