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Sample process: Internal approval workflow

This chapter uses a concrete example to show how to model a complete process in Pantarey. The goal is to combine different BPMN activities in a meaningful sequence – from the start to the email notification.

Process goal

An employee requests an investment. The request passes through up to two approval steps depending on the amount. After the final approval, the system automatically sends a confirmation email.

This flow is suitable for scenarios such as:

  • Investment requests.
  • Cost approvals.
  • Internal requisitions.

Start: User start with form

The requester starts the process manually via a user start event.

Start event settings:

  • Name: Request investment.
  • Form: Automatically generated from the Investment request data schema.
  • Performer: Current user.

Note: See Create data structures for details on building data schemas.

Decision: Check the amount

After the start, an exclusive gateway (XOR) checks whether the requested amount exceeds €1,000.

  • Path 1: Amount > €1,000 → Two approvals required.
  • Path 2: Amount ≤ €1,000 → One approval is sufficient.

User task 1: Approval by supervisor

The direct supervisor reviews the request first.

Settings:

  • Task: Approval by supervisor.
  • User group: Team lead.
  • Input: Yes/No decision in the form.

User task 2: Approval by management

Only requests above €1,000 require additional approval from management.

Settings:

  • Task: Approval by management.
  • User group: Management.
  • Form: Same record for reference.

Define user groups in the Administration area.

Service task: Send email

At the end of the process an email is sent – for example as a confirmation.

Settings:

  • Service: Send email.
  • Recipient: {{ besteller.email }}.
  • Subject: Your request was approved.
  • Body: Dynamic texts can be created with JSONata.

Summary

  • A user start triggers the process.
  • An exclusive gateway controls how many approvals are required.
  • User tasks collect the approvals.
  • A service task sends an email automatically.

You can easily adapt this structure to your own approval workflows – for example by adding more review steps or additional notifications.