OneList Reviews & Product Details

OneList is a workflow and approvals solution that consolidates approval tasks from every business application into a single prioritized list. Executives and managers view, analyze and action all approval tasks from all business applications anywhere, anytime, on any device. Most organizations do not have an approval problem. They have an approval access problem. The workflow already exists inside SAP, ServiceNow, SharePoint, Salesforce, Concur, Ariba and a dozen other systems, and delegation of authority is already configured. What is missing is a single place where the person holding that authority can see everything waiting on them, understand it well enough to decide, and act, without logging into six systems to do it. OneList is that place. The problem OneList solves: Senior decision makers are the busiest people in the organization and receive the most approval requests. Purchase requisitions, capital expenditure requests, contract and pricing approvals, hiring requests, invoice and credit approvals, leave. Each arrives from a different system, in a different format, usually as one more email in an inbox that already holds several hundred. The result is predictable. Tasks are opened, marked as read and forgotten. Approvers cannot tell which of the fifteen items sitting with them is holding up a project. Requesters cannot see where their request is stuck, and process owners cannot see where cycle time is being lost. Projects approved in principle do not start on time, because the approvals that release funding and procurement have not moved. The friction is rarely the decision itself. It is the effort required to get to the decision. OneList removes that friction by bringing every decision into one list, presenting each with the information required to act on it, and making that list available wherever the approver is working. How OneList works: OneList sits as a layer above your existing systems. It does not replace them and it does not re-platform your workflow. Each source system remains the system of record and retains its own workflow engine, business rules and delegation of authority. Approval tasks synchronize into OneList, where they are presented consistently regardless of origin. When the approver decides, OneList routes that decision back to the source system, which processes the outcome exactly as if it had been made natively. This matters for three reasons. 1. Nothing is rebuilt: Your SAP workflow stays your SAP workflow, and delegation of authority stays where it is governed. OneList inherits allowed agents from the source system rather than defining its own approval hierarchy. 2. Deployment is fast: There is no workflow migration project, no re-engineering of business rules, and no change to the systems you have already invested in. 3. Universal features apply across every connected system: When someone leaves the organization, you can find every task assigned to them and reassign them in one operation. Delegation policies work the same way across SAP, ServiceNow and everything else, and reminder schedules are configured once and applied consistently. What approvers get with OneList: A single consolidated list: Every workflow and operational decision from every connected application in one place, with a live badge count of outstanding items. The information required to decide: Full transaction detail from the underlying business object, related business data, supporting documents and images, line item detail and the complete prior approval audit trail. Approvers drill into detail rather than approving blind, and can attach their own documents when actioning. A full range of actions: Approve, reject, return, delegate, endorse, collaborate and comment. Not every task is a yes or no decision. Some ask a participant to add costing or complete a WBS structure before the request moves on. OneList supports the full set of decision types the source system defines, including line level actions. Prioritization and categorization: Tasks are prioritized, filtered and grouped by category, with configurable color coding or icons, so approvers work through what matters first rather than what arrived first. Complete decision history: Action comments, pending indicators for items awaiting source system processing, and a full record of what was decided, by whom, and when. Requester visibility: The Outbox aggregates outgoing requests, so users monitor their own requests across multiple backend applications in the same interface. Delegation for time out of office: Approvers set delegation by date range and system category, with visibility into who holds delegated authority. Delegation synchronizes back to the source system so the audit trail remains intact. Reminders that work: Administrators configure reminder frequency and criteria by task type, priority or due date, and users can request a digest on their own schedule. Organizations running OneList commonly turn off source system reminder emails entirely, cutting notification volume while improving response rates. Available everywhere the approver works: OneList is available as a native mobile app for iOS and Android, a rich web application, a Microsoft Teams app, an Outlook add-in, a browser extension, and email approval. A lightweight JavaScript client embeds a OneList badge or panel inside an existing web application. Mobile access includes offline capability, with actions synchronizing when connectivity returns. Push notifications and task links in email launch a specific task directly. A capital expenditure request holding up a project no longer waits for the approver to return to their desk. Multi-language and multi-timezone support means each user works in their preferred language, with dates and times in their local format. Task categories, task details and email templates are configurable and translatable. Beyond approval - executing the transaction: OneList has extended beyond pure approval decisions into transactional execution. Goods receipt is the common example. An invoice arrives requiring payment, but a goods receipt must be posted first. Historically the manager would log into SAP, navigate to the transaction and post the receipt manually, which many managers are not trained to do and will defer. In OneList the receipt is a single decision. One action posts the receipt, completes the three way match and releases the invoice for payment. The same pattern applies wherever an approval triggers a downstream transaction that would otherwise sit in a queue. Visibility for process owners: Once decisions are centralized, they become measurable. OneList shows how long decisions take at each stage, who carries the heaviest approval load, average turnaround time by task type and where requests sit longest. Bottlenecks become specific rather than anecdotal, giving organizations a basis for redesigning delegation thresholds, approval hierarchies and escalation rules. For compliance and audit, the centralized record provides a consistent trail across every connected system: what was decided, by whom, when, and with what evidence and comments attached. Integration and deployment: OneList provides out of the box support for SAP ECC, SAP S/4HANA and SAP Fiori, along with ServiceNow, Concur, Ariba, SuccessFactors, SharePoint and Salesforce. Pre-built adaptors cover K2, Nintex, OpenText and other common workflow and document management platforms. A full open API enables integration with any other system, including bespoke workflow engines. OneList integrates natively with the wider IQX portfolio: Stratex Online for capital planning and capital expenditure requests, IQX CapEx Management, and Supplier Online for supplier onboarding. The platform is cloud native with container based deployment on AWS, Azure or Windows. On-premises and cloud source systems consolidate into the same task list, and webhook support enables real time event based notification. The mobile app requires only the OneList URL to begin authentication, which makes rollout through mobile device management straightforward. Security: Authentication is OAuth against your existing identity provider, with single sign-on, multi-factor authentication and biometric authentication on supported mobile devices. No credentials are stored on the device, and data is encrypted on the server, on the device and in transit. Who uses OneList: OneList is used by any manager holding approval authority, concentrated in procurement managers, capital and project managers, engineering managers, finance leadership and executives. Common scenarios include capital expenditure requests and AFEs, purchase requisition and purchase order approval, invoice and credit approval, contract approvals, customer price change requests, rebate agreements, new product introduction, hiring requests, supplier onboarding, and leave approval. Value scales with the number of decision points in a process. Across a capital lifecycle running from budget submission through business case approval, capital expenditure request, supplier onboarding, requisition and purchase order approval and project closure, every step involves a decision and every decision carries waiting time. Compressing each one compounds into a materially shorter cycle. Results: Organizations deploying OneList target two outcomes. First is business cycle time: how long a request waits between being raised and being decided. The second is business user time: how much effort each approver spends locating, understanding and actioning their decisions. OneList improves both, because the friction that slows the process is the same friction that consumes the approver's day. Organizations also report fewer forgotten tasks, less time lost navigating between systems and improved auditability. The principle has not changed since the first release: better decisions, made faster.