About Approval Processes

Updated by Cheryl Wallace

Most documents need to be set to Ready to Approve before being Approved at which point they are locked. These documents include requisitions, purchase requisitions, purchase orders, service requests, work orders, and transfer requests. Any user can approve documents if they have permissions.

Optionally, Approval Processes can be used to define the approval process where combinations of specific approvers for specific documents, sometimes based on a dollar value, can be combined with notifications to create a customized workflow process for an organization. One or more approval levels can be set with multiple approvers at each level. Document approvers are chosen from system users.

See this video with walkthroughs of creating and using approval processes.

Once an approval process is in place, the designated user must log in, access the document, click the Approvals tab, check Approved in the row for their user name and save the document.

  • If only one approval order level has been defined, the document is automatically approved.
  • If multiple approval order levels have been defined, the document is approved only when an approver from each order level has approved the document.

When using multiple order levels, the users must approve the document in that order. Example: If order levels 1 and 2 are set up, the user for order 2 cannot approve the document before the user for order 1.

If two or more users have the same order any one of them can do the approval. Once the final approval order has been saved, the Approved box will be checked.

Approval Name

A descriptive name of the approval process. Up to 100 characters.

Document Type

The type of document that requires the approval. Selected from the drop down list.

Visibility

The location from which the approval is visible.

Active

Approval processes are active by default. Remove the check to make the approval inactive.

Min Document

Set the threshold value to trigger the approval process. When there are multiple notifications for the same event for different Minimum Document Totals, the notification profile with the closest value without exceeding the Minimum Document Total will be used.

Min Line Total

The minimum line total specifies the minimum dollar value of the largest line item to which this approval applies. The minimum document total precedes the minimum line total.

Order

The numeric sequence of approval starting from 1. When there is more than one approval defined for each order level, only one of the approvers is needed at that level. A minimum of one Order must be assigned.

Approver

The name of the user who will be approving the Order. When there is more than one approval defined for each level, only one of the approvers at that level is required. A minimum of one is required.

See also:

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