The quick answer
Open the Workflows list, select the invoice approval workflow, and inspect its states and Summary panel. Check the release status, record type, initiation event, and condition before deciding whether the configuration fits your approval process.
The screenshots show sample data. Person and operating-company names are fictional. Use your own records and values when following the steps.
Before you start
Use a role with access to SuiteFlow and the workflow you need to review. This walkthrough inspects configuration without changing it or submitting an invoice for approval.
01. Confirm the workflow row and release status
Find Invoice Approval Workflow in the Workflows list. Its release status is Not Initiating in this account. That setting prevents new workflow instances from starting; it does not tell you the approval status of a particular invoice.
02. Check the configured workflow states
Select the workflow and inspect the state diagram. The displayed configuration includes approval-routing checks, invoice validation, Pending Approval, Rejected, and Approved. These names describe the workflow; inspect an invoice’s workflow history to see where that invoice went.
03. Check the record type and initiation settings
Read Record Type and Initiation in Summary. This configuration targets Transaction (Invoice), is Event Based, and lists On Create. Read these together with Release Status: an On Create configuration does not override Not Initiating.
04. Check the supervisor condition
Inspect the Condition value. Here it is User : Supervisor Is Not Empty. Check that this is the intended condition for your workflow and leave the configuration unchanged.
Check the result
- The Workflows list contains a row named Invoice Approval Workflow.
- The workflow workspace displays the configured states Pending Approval, Rejected, and Approved.
- The Summary panel displays Transaction (Invoice), Event Based, On Create, and User : Supervisor Is Not Empty, with Release Status shown as Not Initiating.
Common questions
Where can I review an existing Invoice Approval Workflow?
Open the Workflows list through Customization > Workflow > Workflows, then select the invoice workflow. Visibility and edit options depend on the user’s role, permissions, enabled SuiteFlow features, and account configuration.
What does the workflow diagram show?
The SuiteFlow diagram shows configured states, transitions, branches, and actions—for example, validation, Pending Approval, Rejected, and Approved. These are possible workflow stages, not proof that any particular invoice has entered, completed, or exited one of them.
How do I review the workflow’s release status and initiation conditions?
Inspect Release Status, the record type, initiation method, events, execution contexts, and conditions in the workflow summary. For example, Event Based, On Create, or a condition such as Supervisor Is Not Empty describes configured criteria; account-specific preferences, approval routing, employee data, and other conditions determine whether an invoice actually qualifies.
Does viewing Pending Approval or Approved prove that an invoice was processed?
No. In a workflow diagram, Pending Approval and Approved are configured state labels. Neither proves that a particular invoice reached that state or was posted, sent, paid, or settled. Confirm the individual invoice record and its transaction details separately, because behavior varies by workflow design, permissions, accounting settings, and enabled features.