Workflow Template
Gifts and Hospitality Declaration Workflow
Captures gifts, hospitality, travel and other benefit declarations, auto-records low-value items, and routes higher-value declarations to a compliance officer for approval before recording in the register.
Without a clear process, gift and hospitality declarations pile up in inboxes or spreadsheets, and staff can't tell what's been logged, what's waiting on a decision, or what quietly slipped through unrecorded. This workflow captures every declaration through a simple form, automatically records low-value items in the register, and routes anything over $100 to a compliance officer for a decision before it's recorded or rejected. The result is a team that always knows the status of every declaration, with a timeline showing exactly what happened and when.
Business Outcomes
- Reduces manual chasing of gift and hospitality declarations
- Speeds up recording of low-value items with automatic processing
- Supports faster compliance decisions with a 3-day review task and clear routing
- Improves visibility into declaration status across departments
- Helps maintain a consistent, timestamped register of all declarations
Workflow Steps
Steps
- 1Create Declaration Recordcreate record
Registers the submitted declaration as a new record.
- 2Set Status to Submittedupdate record
Sets the declaration status to Submitted.
- 3Send Acknowledgement Emailsend email
Emails the declarer an acknowledgement with their reference number.
- 4Route by Estimated Value
Routes declarations of $100 or less to direct recording, and those over $100 to compliance review.
estimated_value: "100"→Record Low-Value Declarationestimated_value: "100"→Set Status to Compliance ReviewDefault→Set Status to Compliance Review - 5Record Low-Value Declarationupdate record
Sets the status to Recorded for declarations of $100 or less.
- 6Email Declarer - Recordedsend email
Emails the declarer that their declaration has been recorded in the register.
- 7Set Status to Compliance Reviewupdate record
Sets the declaration status to Compliance Review for values over $100.
- 8Compliance Officer Reviewcreate task
Assigns a task to the compliance officer to review and decide on the declaration within 3 days.
- 9Save Compliance Decisionupdate record
Saves the compliance officer's decision and comments to the record.
- 10Route on Compliance Decision
Routes the declaration based on the compliance officer's approve or reject decision.
compliance_decision: "Approve"→Record Approved Declarationcompliance_decision: "Reject"→Set Status to RejectedDefault→End - 11Record Approved Declarationupdate record
Sets the status to Recorded following compliance approval.
- 12Email Declarer - Approved and Recordedsend email
Emails the declarer that their declaration is approved and recorded in the register.
- 13Set Status to Rejectedupdate record
Sets the declaration status to Rejected following compliance rejection.
- 14Email Declarer - Rejectedsend email
Emails the declarer the compliance officer's comments regarding the rejection.
Fields
Show all 12 fieldsShow fewer fields
FormGifts, Hospitality, Travel and Other Benefits Declaration
- Declarer Name*· Text
- Declarer Email*· Email
- Department*· Text
- Type*· Choice
- Description*· Long text
- Other Party*· Text
- Estimated Value ($)*· Number
- Date*· Date
- Business Context*· Long text
TaskCompliance Officer Review
- Compliance Decision*· Choice
- Compliance Comments*· Long text
Other fields
- Declaration Status· Choice
- Declarer Name*
- Declarer Email*
- Department*
- Type*
- Description*
- Other Party*
Forms
Gifts, Hospitality, Travel and Other Benefits Declaration
9 fields
Data Views
Declarations Register
declarer_name, declaration_type, other_party, estimated_value +1 more
Dashboard Widgets
Recommended integrations
Setup the following integrations to extend workflow capability.
Send email in the workflow
AWS SES
Similar Workflows
Similar Categories
FAQs
What happens if a declaration is exactly $100?
Declarations valued at exactly $100 route to direct recording rather than compliance review, since the workflow routes anything $100 or less that way. The status is set to Recorded and the declarer is emailed confirmation automatically. Anything over $100 goes to the compliance officer for a decision instead.
What happens if the compliance officer doesn't respond within 3 days?
The Compliance Officer Review task is assigned with a 3-day target, and the workflow waits for the Decision and Comments to be entered before continuing. The declaration stays at Compliance Review status until the task is completed, and the record's timeline shows how long it has been waiting. A workspace admin can see this status on the dashboard and follow up with the assigned reviewer as needed.
Can this handle declarations that fall outside the standard value bands?
The routing step covers three outcomes: $100 or less, over $100, and an otherwise branch for any value that doesn't match. This means every submitted value gets routed somewhere rather than getting stuck. If your organisation needs different thresholds, the value used in the routing step can be changed by describing the update in plain English or editing it in the workflow editor.
What if a declaration is rejected by the compliance officer?
When the compliance officer's decision is Reject, the status is set to Rejected and the declarer is emailed the compliance officer's comments explaining the outcome. The Decision and Comments entered on the review task are saved to the record, so the full reasoning stays visible in the record's timeline. No entry is recorded in the register for rejected declarations.
Who is involved in this workflow, and what do they do?
The declarer submits the initial request through the public form and receives email updates at each key stage — acknowledgement, recording, or rejection. A compliance officer is assigned the review task for any declaration over $100, entering a Decision and Comments that determine the next step. Workspace admins can monitor declaration status and volumes across the register via table views and dashboards.
Can we customise the fields collected on the declaration form?
Yes, the request form fields — such as Type, Description, Other Party, and Business Context — can be adjusted by describing the change in plain English or editing the form in the workflow editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed. This makes it straightforward to adapt the form to match your organisation's declaration policy.
What does the declarer see after submitting a declaration?
The declarer receives an acknowledgement email with their reference number immediately after submission, so they have a way to track their request. Depending on the outcome, they later receive an email confirming the declaration was recorded, approved and recorded, or rejected with the compliance officer's comments. They take part entirely through the public request form and emailed messages, without needing an account.
How do we know the status of a specific declaration at any point?
Each declaration is a record with a reference number, a current status such as Submitted, Compliance Review, Recorded, or Rejected, and a full timeline of what happened. Table views and dashboards let staff see records grouped by status across the whole register. For compliance or record-keeping purposes, each business should confirm what level of detail it needs to retain in line with its own obligations.
Can the compliance review step be assigned to more than one person?
Tasks and approvals are assigned to workspace members, so the Compliance Officer Review task can be assigned to whichever team member holds that responsibility. If your organisation rotates this role or has multiple reviewers, the assignment can be updated by editing the workflow step. The Decision and Comments entered by whoever completes the task are saved to the record regardless of who is assigned.
Ready to use this workflow?
Create a free account and customise this workflow for your business.