Stampli Trays
in Procurement
Dedicated workspaces that streamline document preparation before approval workflows begin.
Fulfillment made easy
Stampli Trays facilitate the preparation of approvables (purchase requests, POs, credit cards, etc.) for review and sign-off. Each Tray serves as a dedicated workspace where approvables become available to specific departments, teams, or individuals to complete their required tasks. Organizations can use Trays to define who handles specific documents, what must be completed before documents progress, and the sequence of document processing. Trays enable Stampli to adapt to any customer process for any approvable, ensuring the right people perform the right work with greater efficiency, fewer errors, and no risks to sensitive data.
The old way: confusion and chaos
Before approvables can be processed, they require input from multiple departments, but identifying the right experts while protecting sensitive information creates bottlenecks. Organizations typically manage this through a patchwork of email forwards, shared spreadsheets, and manual tracking, which leads to lost documents, delays, and incomplete information reaching approvers. Most ERPs and third-party software cannot support preferred processes without extensive customization, forcing compromises that perpetuate inefficient workflows.
Stampli’s approach
Understanding Trays
Sharing the workload
Automatically distributing requests
- IT equipment requests go directly to the “Tech review” Tray
- Facility requests to the “Operations” Tray
- Professional services to the “Legal review” Tray
Routing to specific SMEs/departments
Trays can be used to distribute approvables to those with specialized knowledge. For example, a biotech company routes all research equipment purchases through specialized Trays: Microscope purchases go to the Imaging Team Tray, while chemical orders route to the Lab Safety Tray, ensuring each purchase is reviewed by the relevant subject matter experts before approval.
Segregating sensitive data
Organizations can maintain data security for sensitive information using Trays. For example, a global manufacturer uses Trays to control access to confidential vendor agreements. Only designated team members with appropriate clearance can access the military-affiliated Tray, while standard suppliers are processed through the General Vendor Tray, maintaining data security without disrupting normal operations.
Flagging required items
Trays allow an organization to quickly indicate when required documents or other actions are missing. For example, a construction company uses Trays to manage documentation requirements. Purchase requests missing certificates of insurance automatically route to a Documentation Required Tray, where specialists can track down and obtain missing paperwork before the purchase is approved and a PO created.
Key features
Role-based assignment
Assign specific roles for each Tray to appropriate individuals, ensuring each required action is handled efficiently by the right team members.
Flexible Tray assignments
Map up to 5 fields for each Tray (including region, office, department, location, vendor, amount, and more) to define where an approvable will be distributed first, then easily dispatch it to the next Tray in the process.
Unlimited Trays
Create a Tray for all of your organization’s process needs, no matter the complexity, with no artificial limitations on the number of workflows you can support.
Team Trays
Assign individuals, teams, or complete departments to any Tray, providing flexible distribution options for your organizational structure.
Tray permissions
Control which users can view-only, add or change coding, upload supporting documents, or modify the Tray that is assigned, ensuring appropriate access levels.
Track updates in the audit trail
Every conversation, action, and update made is captured in the central audit trail, time and date stamped for easy auditability and compliance tracking.
Clearly defined steps
Create Trays for specific steps in a process to provide clear guidance on the required action a user assigned to the Tray must complete (e.g., “Attach Contract Tray”).
Use Trays to pre-code invoices
Any invoice field, including custom fields, can be pre-coded based on Tray, reducing manual data entry and inconsistencies.
Share email aliases for vendor simplicity
Create a custom email address for each Tray, making it easy for vendors to send their invoices directly into the correct workflows.
Filter by Tray
FAQ
What makes Stampli Trays different from standard workflow software?
Unlike generic workflow tools, Stampli Trays are specifically designed for preparing approvables (purchase requests, POs, invoices, etc.) before they enter approval workflows. Trays provide dedicated workspaces that mirror real-world document preparation processes while offering unprecedented flexibility. You can map up to five different fields to determine where documents are routed, create unlimited Trays for any department or process step, and control user permissions at a granular level. Most importantly, Trays adapt to your existing processes rather than forcing you to change your operations to fit the software.
How do Trays help with document visibility and control?
Stampli Trays eliminate the common problem of documents getting lost in email chains or generic inboxes. Each document has a clear home and ownership at every stage of preparation. You can easily filter and see all documents in a particular Tray, track how long documents remain in each Tray, and use the comprehensive audit trail to see every action taken. This visibility extends to analytics, where you can identify bottlenecks and optimize your processes by examining Tray performance metrics.
How difficult is it to set up and manage Trays for our organization?
Setting up Stampli Trays is straightforward and requires no coding or technical expertise. Your team can easily define Trays based on departments, document types, or process steps, and map routing rules using familiar business criteria like vendor, amount, department, or location. Once established, Trays can be managed by department heads or administrators who can adjust permissions, add team members, or modify routing rules as your organization evolves. During implementation, Stampli’s team will help configure your initial Tray structure based on your existing processes.
Can we have different Trays for different departments with varying permissions?
Absolutely. Stampli Trays offer granular permission controls that let you determine exactly who can view documents, change coding, upload supporting documents, or modify Tray assignments. This is particularly valuable for handling sensitive information, such as confidential vendor agreements or specialized purchases. For example, you can create a specialized Tray for legal department review with restricted access, while maintaining general Trays for standard procurement processes, ensuring the right people have appropriate access without exposing sensitive data.
How does the Tray system handle documents that are missing required information?
Stampli Trays excel at managing incomplete documents through specialized routing. You can create dedicated Trays for documents missing specific requirements, such as a “Documentation Required” Tray for purchases missing certificates of insurance or a “Tax Information Needed” Tray for invoices lacking tax details. This approach ensures documents with incomplete information don’t proceed to approval until properly prepared, while making it immediately clear to specialists what needs to be addressed. The system provides complete visibility into these exception cases, helping you identify recurring issues and address them systematically.