Approval Chains

Approval Chains are hierarchies of Approvers where requisitions are routed. The requisition will move up the chain until it reaches a user or group with an Approval Level higher than requisition dollar amount.

The approval chain a requisition uses will be based on the Org Unit or Account Code (depending on your community's Approval Process). When a user or group with an Approval Level above the requisition dollar amount approves the requisition, the Approval chain is cleared and requisition approved.

You can read below to find out more information on Adding and Editing an Approval Chain or watch this short video:

Go to Administration module > select Approvals > click Chains tab.

Add New Chain

To add a new chain to your community, click the small three dots on the right side > select Add Approval Chain > a pop-up box to appear to enter the Name of the chain > select Add. If you wish to add additional chains, click Add More.

Create Approval Chain and Add Approver(s)

To add a new Approval Chains, click the small three dots on the right side > select Add Approval Chain > a pop-up box to appear to enter the Name of the chain > click Add Approver.

Add Approver pop-up box will appear > select the Type dropdown to choose group or user. Note: When assigning Approvers required for the chain do so from lowest Approval Level to highest.

If you select Group, assign the group and approval level. 

If you select Users, assign the user and approval level.

Once completed, click ADD. If you wish to add additional users/groups, click ADD MORE.

Add Approver(s) to Existing Chain 

To add an approver to an existing chain, select Edit to the right of the chain name you will to add a new approver to > click Add Approver

A pop up box will appear to assign user or group and their approval level > select Add > click Ok.

Edit/Delete Approval Chain 

To edit or delete an Approval Chain, use the Edit or Delete to the right of the desired chain name. This will allow you to configure the users/groups as well as their approval levels for the chain.

Add New Level to Existing Chain

If you need to add an Approver to a chain and that Approver has an approval level less than the highest approval level, you will need to click Edit next to the Approver with an approval level which is one level higher than the one you wish to add.

A pop up window will appear with the details of the approver you have clicked edit on. Take note of the user and the approval level.

Change the user to the one you wish to add to the chain, change the approval level to the appropriate level for the new approver and click OK.

Repeat the above steps for each approver going up the chain until you have only the highest approver left, then click Add Approver and enter the appropriate user and level.

If the approver you are adding will have the highest approval level in the chain just click Add Approver.

Exporting/Importing Chains

You can update your Approval chains in Bulk by exporting and uploading a CSV file.

You can read below to find out more information on Adding and Editing an Approval Chain or watch this short video:

To export your current Approval Chains, click the small three dots on the right side > select Download Chains > click "here" hyperlink. This is generate a export CSV file of your current Approval Chains.

Once selected, you will be routed to the Background Jobs screen. When your download is in the finished state, select Download.

The columns in the file are as follows:

In your excel file you can make your desired updates. The following mandatory columns are: A (Chain), B (Level), and C (Approver). After you have made the desired changes, save file as a CSV.

To upload the updated Approval Chains, click the small three dots on the right side > select Import Chains.

For more information on managing approvals see Setup & Manage Approvals.