Role-Based Approvals

Use custom-created roles with access across locations in approval policies or existing default roles, enabling large accounts to manage policies.

Roles required

Users with Custom Role package

Overview

Avoid repeating similar policy creation with the only distinction being the approvers’ names.

For example, with multiple approvers and locations on a manager-level approval policy, same policy was created numerous times ending up in duplication. Maintaining these policies gets challenging when people leave the organization or new locations are added.

You can still opt to have your approval policies with a combination of {Role + User} as well as having User only.

Benefits

• Enhance maintainability by reducing the number of duplicated policies needed to support multiple approvers without worrying if assigned approvers leave the company or while adding new approvers.
• Increase efficiency by adding a new parameter to a singular policy, when you start working with a new vendor/GL, instead of 10 location-based/user-based policies.

How does role-based approvals work?

Create role-based approval policies that allows any user from a specific role to be an approver instead of listing multiple users on the role manually.

For example, when you create an invoice approval policy with one role (Admin) as approver, then every user that comes under this role category gets the power to approve the policy.

How to work with role-based approvals?

Creating a role-based approval

1. Navigate to Invoice Approval Policies under the ADMIN SETTINGS section of the Settings page.
   

   Likewise, you can also choose ‘Requisition Approval Policies’ or ‘ Payments Approval Policies’ to create the respective policies.
   

2. Click +Create Policy.
   

   You can also use a policy creation template from the drop-down menu.

3. Fill in the fields, as appropriate, on the Create Invoice Approval Policy form.
   
   

   Field	Description
   Name your policy	The preferred name for the policy. Note: Use a name that resonates with the policy parameters and can be easily searchable.
   Applies To	The location/group/company that the policy applies to.
   Condition	The policy condition that applies to the invoices.

   
   
   
4. Click Next.
5. Select Minimum Approver, as required, on the Add Approvers form.
6. Select the approver type as Role in the Approvers drop-down.
   

   You can select User as the approver type to create user-based policy or a combination of both, role and user.

7. Select the Assign Fallback Approvers checkbox to add stand-in approvers, who can take over if a policy hasn’t been approved within a specific time frame.
8. Select Role from the drop-down.
9. Provide the number of days after which the assigned approver will be empowered to approve policy in Escalate After.
10. Click Next.
11. Review the policy details on the Confirm Policy form.
12. Click Back to edit, if required, or Create Policy to confirm.

The policy is created.

Confirming the created role-based approval

1. Open an invoice and navigate to the Approvals tab.
   You can see all the users listed as approvers who are assigned the role you have selected.
2. Once the minimum number of approvers selected take action, the invoice gets approved.
   

   Only users having access to the selected locations can approve invoices.

Related articles

To learn more about approval policies, check Invoice Approval.