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, Journal Entries, and Payment Runs. If Workforce is enabled, Workflows can also be configured for Employee Record changes. 

Workflows can be established for each Location or Location Reporting Category, as well as for specific Vendors. Each Workflow can have up to 10 approval levels as necessary and can include individual approvers and/or Workflow Group approvers.



The Permissions listed here are associated with Workflows. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.


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 can be used to determine which User Roles or Users already have these Permissions assigned.


Learn more about User Setup and Security here.

It is important to note that Users with the ability to approve any Workflow transaction will still be subject to follow a Workflow if they are assigned to a Workflow.


Workflows are accessible in two separate places in Restaurant365:

1) Administration Menu - Hover over 'Administration' and select 'Workflows Setup'. This is where Workflows are set up and maintained. Only users with 'Full Access' or 'User Setup' can access the Workflows Setup page


2) User Menu - Hover over your Name in the top right corner and select 'My Workflows' to open the 'My Workflows' page. Note: 'My Workflows' will only appear for Users that have been assigned to a Level within an existing Workflow


Workflows Setup

Before you can utilize Workflows in R365, they must first be established on the Workflows Setup Page. Click here for training on Workflows Setup.

Workflow Groups

Workflow Groups enable multiple Users the ability to approve for a set Workflow level. Utilizing Workflow Groups prevents a Workflow from being restricted to just one User's approval or denial. Click here to learn more about Workflow Groups.

My Workflows

A User's individual Workflows are quickly accessible on the 'My Workflows' page. Click here for training on My Workflows.

Approving Workflows

Workflow Approvals will follow the set Approval Hierarchy in your organization. Approvals can occur on both the record being approved, as well as the 'My Workflows' page. Click here for training on approving Workflows.

Workflows Example Flowchart

Walk through the Approval Hierarchy of an example Workflow in this UML Diagram. Click here for the Workflows Example Flowchart.