Users with the Community Administrators or Approval Administrator role can access and configure the general approval settings for the community.
Accessing Approval Settings
Navigate: Go to the
Administrationmodule > select Approvals.View Tabs: The
Manage Approvalsscreen will populate, displaying seven tabs: General, Levels, Groups, Chains, Rulesets, Process, and Holidays.General Settings: Approval settings are managed on the General tab.
Approval Settings Configuration
| Setting Category | Field | Description |
|---|---|---|
| Approval Settings | Default Reminder Period | The amount of time that passes before a reminder email is sent to an Approver. Leave blank to disable reminders. |
| Require Reason on Decline | If checked, Approvers must enter a reason when declining a requisition. If unchecked, the reason is optional. | |
| Send Approval Emails | Unchecking this option suppresses all approval notification emails. | |
| Proxy Approval Enabled | Allows approvers to choose other users to approve on their behalf while they are unavailable. | |
| Proxy Approval Limited by Org Unit | Limits the users an approver can select as their Proxy to those within the same Organizational Unit. | |
| Escalation Settings | Enable Manual Escalation | If checked, users with the Escalate Approval role can manually escalate pending Requisitions, Expenses and Invoices to the next approver. |
| Enable for all users | Only visible if Manual Escalation is enabled. Enables all users to escalate their approvals. The Escalate Approval role is ignored while the setting is enabled. | |
| Enable Automatic Escalation | When enabled, you can set a Time Before Escalation After the time expires, the approval will automatically escalate. | |
| Time Before Escalation | Only visible if Automatic Escalation is enabled. Set the time period (in hours) before the approval is escalated. | |
| Requisition Editing Settings | Allow Requisition details to be edited during approval | If enabled, approvers can review a requisition and make extended changes (e.g., amending the quantity of a non-catalog product). |
| Allow Buyers to Edit Pending Requisitions | If enabled, the Buyer for a requisition can edit its details while it is pending approval. | |
| Allow approvers to pause escalation | Approvers can select this option to gain more time to investigate a requisition before it escalates. Community Administrators can un-pause any requisition. | |
| Pause Time | Only visible if Pause Escalation is enabled. Set the pause time period in hours before the requisition is escalated. |
Time Exclusion Note: Time Before Escalation and Pause Time calculations exclude weekends and public holidays.
Once all configurations are complete, scroll to the bottom of the screen and select Save.