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Approval Rule Overview

  • Updated

An approval rule is a predefined condition or set of conditions that determines when approval is required, who must approve, and in what order before an action can move forward. These rules can be created for various data sources, but are most often used for Proposals and Invoices. 

 

Creating Approval Rules

  1. Click on the Administration and select Approval Rules
  2. Click on the "+" button. 
  3. A prompt will appear; Fill out the Name, Approval Type, Data Source, and Status Fields, then click on submit. 
    1. Approval Types:
      1. Group - One level of approval with no additional tier structure. Only one approver on a group approval rule must approve an object. 
      2. Sequential - Sequential rules allow you to add more than one approver with multiple thresholds of approval. 
    2. Data Source - The data source this rule should apply to. 
    3. Status - The status on the data source workflow that triggers the approval rule. For proposal or invoice rules, this is usually 'Approved'
      Note: Approval Type, Data Source, and Status cannot be updated after creation.
  4. Definitions will define when the approval rule will be triggered. To add definitions click on the "+" sign. 
    1. These are typically creating using a dollar amount, but can be set up however desired. 
    2. If definitions are left blank, the approval rule will kick in for all objects that apply, where other approval rules do not apply. 
  5. Fill out the desired fields and click Submit.
     
  6. Approval Rule Notification Details: 

    Note: We can control which communication template is being sent to the approver/approvers. If no template is selected, a hardcoded template in the site which includes an approve button that the user can select to approve the item without logging in to Fexa. The hardcoded template is typically desired, so we recommend keeping these fields blank. 
  7. Click the Save button.

 

 

Adding Approvers:

Note: Approvers must be added on the approvers tab to both Group and Sequential approval rules. Approvers added to a group approval rule will be considered in a group. Only one of these users will need to approve and all users in this rule have the same approval threshold. Approvers on a sequential rule can have different thresholds, so multiple individual users and groups can be added to these. 

  1. Click on the Approvers tab.

  2. Click on the "+" sign. Fill out the Approver Type, Approver Name, and Click on Save


    To re-order the sequencing, use the up and down arrows.

 

 

Adding/Managing Approver Definitions

Note: Definitions can only be added to approvers on Sequential approval rules. In a group approval rule, all approvers added are considered a part of the same group, which means they have the same level of approval. 

Definitions should be blank on the first approver and should ONLY be added to the approvers after the first. This will allow the first approver to kick in once the approval rule does. Once the first approver approves, the others will kick in if their definitions are met. 

  1. Click on the hamburger icon next to the approver and select Manage Definitions

  2. Click on the "+" sign and create the desired definition. This is usually a dollar amount/threshold.

     

 

Approver Groups

Note: Approver groups can ONLY be used on Sequential approval rules. 

  1. Click on the Approver Groups tab, then click on the "+" sign.

  2. Create a name, then click on Save.

  3. Click on the hamburger icon and select Manage Group Approvers.

Note: Up to 10 approvers can be added to each group.

 

Delete Approvers or Groups:

  1. Click on the hamburger icon and select delete approver/ approver group.

Note: If you need to remove individual approvers from a group, please reach out to help@fexa.io for assistance.