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How to Set Up Application Stages in AkibaOne

Introduction


AkibaOne simplifies workflow management with Application Stages, allowing you to track and organize the progress of applications (e.g., loans, registrations, or approvals). This guide explains how to use the default stages, create new ones, and assign approvers or reviewers.

Default Application Stages

AkibaOne includes three prebuilt stages with fixed sort orders:

Stage Sort Order Description
Under Review 1 Initial stage for pending applications.
Offer Generated 2 Application advances after terms are prepared.
Finalized 1000 Final stage (locked; cannot be edited or reordered).

Key Rule: The Finalized stage always should always be the last. New stages are to be added before Finalized.

How to Create a New Application Stage

Step 1: Add a New Stage

  1. Navigate to Settings > Application Stages.

  2. Click Add New Stage.

  3. Enter a Stage Name (e.g., "Before Finalized").

     

Step 2: Assign Approvers/Reviewers

  1. Select the new stage from the list.

  2. Under Permissions, assign:

    • Approver: User(s) who can advance the application to the next stage.

    • Reviewer: User(s) who can view or comment but not approve.

  3. Save changes.

Example Workflow

After adding "Before Finalized" (sort order 3), your stages will appear as:

  1. Under Review (1)

  2. Offer Generated (2)

  3. Before Finalized (3)

  4. Finalized (1000)

Rules to Remember

  • Finalized Stage: Cannot be edited, moved, or deleted.

  • Sort Order Logic:

    • New stages inherit the sort order of the last non-Finalized stage + 1.

    • Example: If you add a stage after "Before Finalized" (3), its sort order becomes 4.

  • Reordering: Drag and drop stages to adjust their order (except Under Review, and Finalized).

How to Edit or Delete Stages

  1. Go to Settings > Application Stages.

  2. Click the stage you want to modify.

  3. Edit: Update the name, approvers, or reviewers.

  4. Delete: Click Remove Stage (only allowed if no applications are in that stage).

Best Practices

  • Test Stages: Add stages in a test environment first to ensure workflow logic works.

  • Clear Naming: Use descriptive names (e.g., "Credit Check" or "Compliance Review").

  • Limit Approvers: Assign approvers strategically to avoid bottlenecks.

Troubleshooting

  • Stage Not Appearing? Ensure it’s placed before the Finalized stage.

  • Incorrect Sort Order? Delete the stage and recreate it in the desired position.

  • Permission Issues: Verify users have the correct roles in Account Settings > User Permissions.

Need Help?
Contact AkibaOne Support for assistance with complex workflows or permissions.

🔍 Pro Tip: Use stages to automate notifications! Configure email alerts in Settings > Notifications to inform approvers of pending tasks.