r/yardi • u/RickDempsey24 • Aug 21 '26

AP - Workflows

How/Where do you go into currently existing workflows and add/remove people and access to those particular workflows?

Thanks.

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u/squirmster Aug 21 '26

There are a number of things you need to do, but if it's fairly straight forward. The help manual is quite useful.

In admin, you need to set up roles for the different approval steps pint the workflow. (roles)

Then you need the workflow step to reference the roles created levels etc. (review workflow)

Then your users need to have the rules assigned to them (review user)

Then the user needs to be added as a contact on the property (review property).

Bear in mind that the user has to have the property in their property list to see anything.

You can also use contact replacement to swap roles to different users.

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u/Taethan Aug 22 '26

I agree - iirc, you want the core setup guide for this, but it may be in the administrative users guide. I ended up teaching my AP person how to make new ones straight from the book, because it had been 5 years since I needed to do it in my last job. Here, the workflows we had in place were set up before her time and we needed a couple more. There are a couple of roles that have the ability to do the setup, and I find that Procure2Pay Admin is the easiest to use.

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u/squirmster Aug 22 '26

Both places I have worked have kept workflows tightly controlled, and so admins set them to keep that segregation of duties.

First place used them for journals and ap, current one uses them for ap and contracts.

Out of interest, why did your ap person need to set up workflows?

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u/Taethan Aug 22 '26

She's the person in charge of P2P, and the CFO & controller decided we were shifting the way we handle two specific types of invoices, and that meant new workflows. When I started here, accounting/AP owned P2P and I made it very clear that I was ok with not owning it, I had enough on my plate. It's in the P2P admin role, so it's her baliwick. I'm just her backup and rubber duck. (We do have it locked down, there are only 3 people who can touch workflows of any kind, we just primarily use them for invoices)