Approval Policies

Approval policies decide what needs approval and who approves it. You can set them up for purchase orders, holiday requests, deal quotes, bill content approval and transfer approval, with conditions (such as an amount limit) and several consecutive steps.

Manage policies under Settings → Approval Policies. Click New Policy and set:

• Name and Entity Type – what it applies to: Purchase Order, Holiday Request, Deal / Quote, Bill content approval or Transfer approval.
• Conditions – when the policy applies. The available conditions depend on the type, for example Amount greater than, Days greater than (holidays), Margin % less than (quotes), and for bills the invoice direction, type, source or payment method. Without conditions the policy applies to every item of that type.
• Currency – required with an amount limit. The rule only covers items in that currency; there is no conversion.
• Approval Chain – the order of the steps. For each step the Assignee can be a Specific user, a Generic role (Admin or Editor) or a Responsibility role. You can also require a decision note and set where a rejected request goes back to.
• Escalation (hours) and Escalate to – if no decision is made in that time, the request goes to the chosen person.
• Reminder cadence (hours) and Max reminders.
• Forbid self-approval (four-eyes) – whoever raised the request cannot approve it themselves.
• Priority – when several policies match, the higher priority wins by default.

If a policy is set up incompletely (for example the step's role has no members), a warning appears at the top of the page.

For a step-by-step example for bills, see the Bill approval policies article.