Approvals

Organisations can streamline their approval processes by implementing multi level approval workflows based on predefined values and user defined criteria. This is optional functionality that is enabled per site.

The approval functionality is currently only available on requisitions, but can be extended to other entities in future.

One of two requisition approval strategies can be implemented per site: single-level approvals on requisition header level by anyone who has requisition approval rights; or single- or multi-level requisition approval workflows based on predefined values and user defined criteria. Requisition approval workflows can be configured to be required on requisition header level or on requisition item level.

Approval workflows are configured as follows:

Configuration steps	Reference
Step 1: Enable approval workflow per site	Site Screen
Step 2: Specify the default setting with regards to the entity's approval workflow (for sites where approval workflow has been enabled - refer to step 1 above)	Requisitions Defaults Screen
Step 3: Configure approval roles and link users to these roles. The roles required to approve can be customised per site. It is possible to have multiple users per role per site.	Approval Roles User Site Approval Roles
Step 4: Create the approval matrix by configuring the approval rules. Approval workflow is required for matched criteria and scenarios where multiple expressions match are catered for.	Approval Workflows Approval Workflow Expressions Approval Workflow Expression Approval Roles

Once configured, approval workflows are interacted with as follows:

Entity	Purpose
Approval Screen	View all approvals assigned to all users across the system. This could include multiple entities in future, but is limited to requisitions and requisition items for now. This dashboard answers the following questions: Who approved or rejected an item? What roles still need to approve an item? When was an item approved or rejected? What was the approval workflow (criteria with limits per site linked to roles) at the time of approval (for auditing purposes)?
My Requisition Approvals	View and review (approve or reject) the requisition approvals assigned to the logged in user. A user can only review once per role. Batch approvals are possible.
My Requisition Item Approvals	View and review (approve or reject) the requisition item approvals assigned to the logged in user. A user can only review once per role. Batch approvals are possible.