Sample process

Expense Management

Witness the power of Module Suite forms when managing employees' expenses

Key Challenges

To build this process on Content Suite, you must be able to:

  • Design human-centered UIs to guide users during the expense submission
  • Execute complex validation against third-party systems (such as ERPs)
  • Build a secure archive for processed expense claims
expense management on OpenText Content Suite

Process Walkthrough

This sample solution has been developed to showcase the potential of Module Suite

opentext expense management dashboard

Main Dashboard
Employees can easily submit expense claims directly from the main dashboard by clicking on "New Expense Claim". The interface also features a guide to help users understand the process

 
Expense Claim Form on OpenText Content Suite & Extended ECM

Inserting the Request
Users are directed to a form that is organised in various tabs to be as intuitive as possible. Multiple expense items can be added as well as any other relevant information (e.g. Cost center, work order, Amount…) including bank account details

 

Verifying Requestors
Users are asked to validate their identity. Alternatively, they can submit an expense claim on behalf of someone else by clicking on “Change Requestor"

 

Double Checking Approvers
If needed, users can also verify the supervisor who is in change of approving their request. To avoid manual errors it’s possible to pre-populate fields based on specific inputs

 

Approval Workflow
Once the form is submitted, a new task is assigned to the Supervisor who will be able to access it directly from the Application's main dashboard

 

Auditing the Expense Request
By clicking on "Open Task", Supervisors can review the claim and decide whether to approve or reject it. From the section on the right, it's possible to exchange comments or attach additional material. The task is then sent on to the Manager. On his final approval, the workflow will finish

 

Archiving Expense Claims
A final PDF document is created and will be stored under the “Archived Claims” folder that is accessible from the main dashboard. The summary PDF includes all attachment and expense details for future reference

 

The final PDF document

 

Featured Technical Recipes

Discover how to build this sample process with Module Suite

Key Features

Forms as part of a great UX

Users involved in a digital process all have a precise goal. Often, the one thing standing between the user and their goal is a form.

In this example, we’ve seen how Module Suite can deliver the most productive form-based UIs to move the process forward…and keep users happy: the information is provided when and where they need it, without jumping back & forth application pages.

  • Actionable Dashboard featuring custom buttons to trigger the process
  • Dynamic Form Wizard reducing data entry & enabling error detection thanks to real-time validation
  • WF Status View: custom filters & role-based menus to improve an otherwise non-customizable interface
  • Approval UI: expense approvers can view all the information they need on one productive page
  • Robust external validation: in this example, the application can verify if users are allowed to enter an expense for the Cost Center that's been specified in the form
  • Bulk update of workflow data: users can export an Excel for offline editing. Once re-uploaded, the new data will be immediately reflected within the application
  • PDF API: the main outcome of the process is an automatically created PDF that summarizes the request details, e-receipt attachments, and workflow history
  • Optimized records association: Module Suite allows you to define a 1:1 relationship between receipt attachments & expense claims

Module Suite Event Scripts can consolidate multiple workflow steps into one while adding new functions & automation.

In other words, the steps you define in your first workflow sketch will match those to configure inside Content Server. No need for design revisions, unnecessary steps, or workarounds!

Stop compromising, start creating.

Customize, Optimize

Module Suite's extensive capabilities mean you can tailor any process to your individual needs, no matter how complex they may be.

In this example, you could add more business logic to automatically approve expenses that meet specific criteria.

The possibilities are endless, the outcome is one: streamlining your business!