P4 Software / aduanasHQ EN

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https://docs.p4software.cloud/mcp

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In Claude Code, run:

claude mcp add --transport http docs https://docs.p4software.cloud/mcp

✍️ Approval workflows

Approval workflows

A workflow defines who must confirm, sign or supply what before a contract or a proforma invoice is approved. It is optional: a company can approve with the Approve button and nothing else. When one is used, the Approve button disappears and the approval is given by the workflow when it reaches its end.

Designing a workflow (administrators)

Setup > Reporting > Workflows > New. The screen has a diagram and a properties panel.

  • States: the nodes of the diagram (for example Start, Management review, Importer signature, End). Each state can notify by email or SMS on entry, with recipient, subject and text; the text can use the document's fields in braces (number, importer, reference...).
  • Transitions: the arrows between states. Each has one or more actions the person must complete:
ActionWhat it asks for
ConfirmationPress Confirm! after reading the instructions.
SignatureSign on screen (mouse or finger). The signature is kept on the document and in the history.
File uploadUpload a document (Upload document...): the commercial invoice, the BL, the clearance. It is attached.
Field captureType a value that is saved in the document's indicated field (for example the authorization number).

Save with Save. The workflow can be the default for contracts or invoices (Configuration, Business_Releasing_DefaultContractWorkflow / DefaultProformaInvoiceWorkflow) and be required (Business_Releasing_Require...).

Assigning it to a document

In the contract's or invoice's header, Workflow field, while in draft. If the company requires one and the document has none, the default is assigned on release.

Processing it

When the document is released, the workflow starts at its initial state and sends its notices. From the document:

  • Workflow > Process opens the pending step with its instructions and the applicable action.
  • Workflow > Restart goes back to the start and discards everything captured (signatures, files, fields); confirmation is requested.
  • The Workflow link in the header shows the diagram with the current state highlighted.

When the workflow reaches its final state, the document becomes Approved and everything an approval triggers happens (purchase order or ticket in the warehouse, notices).

External signatures

A state's email or SMS notice can carry a link to aduanasHQ's signing page, meant for someone without a user (the importer, their broker) to confirm, sign or upload a document from their phone without entering the application. The step is recorded with date and signer.

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