How Rubric Works

In today’s fast-paced business environment, delays and inefficiencies in approval workflows can disrupt operations, increase costs, and impact decision-making. Enter Rubric, an AI-powered approval management system designed to streamline multi-level workflows, enhance transparency, and provide actionable insights. But how exactly does Rubric work? Let’s break it down.

1. Setting Up Your Approval Workflows

Rubric begins with customizable workflows, tailored to fit the specific needs of your organization.

• Drag-and-Drop Workflow Builder: Rubric’s no-code interface allows administrators to design approval workflows without requiring technical expertise.
• Role Assignment: Assign roles such as initiators, reviewers, or approvers based on your organizational hierarchy.
• Multi-Level Hierarchies: Configure workflows with multiple approval levels, from simple single-step processes to complex, multi-departmental hierarchies.
• Conditional Logic: Add rules to route approvals based on criteria like value thresholds or department type.

For example, a procurement workflow may require an initiator to submit a request, which then passes through department heads, financial controllers, and finally the CEO for approval.

2. Initiating an Approval Request

When a user initiates a request, Rubric ensures:

• Easy Submission: The user fills out an intuitive form with all relevant details, including attachments like invoices, contracts, or supporting documents.
• Real-Time Validation: Rubric checks for missing information or inconsistencies to ensure complete and accurate submissions.
• Instant Notifications: The workflow automatically alerts the first approver, eliminating the need for manual follow-ups.

3. Real-Time Approval Tracking

Rubric provides a centralized dashboard where users and administrators can monitor the status of all approval requests.

• Transparency: Track where each request is in the approval process, who is responsible, and how long it has been pending.
• Filters and Sorting: Use filters to view approvals by department, request type, or status (Pending, Approved, Rejected).
• Bottleneck Identification: Identify delays and address them proactively.

For instance, if an HR approval request is stuck in review, Rubric highlights the bottleneck so the administrator can intervene.

4. Role-Based Access Control (RBAC)

Rubric ensures data security by implementing role-based access control:

• Custom Permissions: Users only see workflows and data relevant to their roles, protecting sensitive information.
• Delegation of Authority: Approvers can temporarily delegate their responsibilities to another user during absences.
• Audit Logs: Every action is recorded, providing a transparent trail for compliance and accountability.

5. Intelligent Notifications and Escalations

Rubric keeps everyone in the loop with real-time alerts and escalation mechanisms:

• Notifications: Approvers receive alerts when a request needs their attention, along with deadlines.
• Reminders: Automatic follow-ups reduce delays caused by overlooked approvals.
• Escalation Rules: If an approver fails to act within the specified time, the request escalates to the next level.

For example, a pending compliance approval may escalate to the legal head if not addressed within three days.

6. Advanced Analytics and Reporting

Rubric transforms workflow data into actionable insights:

• Approval Trends: Visualize metrics like average completion time, approval rates, and delays by department.
• Heatmaps and Bottleneck Analysis: Identify high-density activity periods and approval delays to optimize processes.
• Customizable Dashboards: Tailor analytics views for executives, managers, or specific departments.

By analyzing approval patterns, organizations can continuously improve efficiency and align workflows with business objectives.

7. Integration and Scalability

Rubric integrates seamlessly with existing tools, making it adaptable for organizations of any size:

• ERP Systems: Connect Rubric with SAP, Oracle, or Microsoft Dynamics for end-to-end data synchronization.
• Collaboration Tools: Integrate with platforms like Microsoft Teams or Slack for better communication.
• Cloud or On-Premise: Deploy Rubric on the cloud for flexibility or on-premise for enhanced control.

8. Post-Approval Actions and Archiving

Once approvals are complete:

• Action Execution: The system triggers actions like purchase orders or payments through integrated tools.
• Archiving: Rubric securely stores approved requests and their supporting documents for future reference.
• Audit Compliance: Detailed logs and reports ensure adherence to regulatory and organizational requirements.

How Rubric Benefits Your Organization

Rubric delivers tangible benefits across departments:

• Speed: Reduce approval times by up to 40%.
• Transparency: Gain full visibility into workflows and processes.
• Compliance: Maintain complete audit trails for regulatory readiness.
• Cost Savings: Automate manual tasks, reducing errors and administrative overhead.

Conclusion

Rubric is more than just an approval management system—it’s a transformative tool that optimizes workflows, enhances productivity, and empowers organizations to make smarter decisions. By combining intelligent automation with robust analytics, Rubric ensures that businesses stay agile, efficient, and ahead of the curve.

Want to learn more? Schedule a demo today and see how Rubric can revolutionize your workflow management.