Approvals allow users to manage complex, multitiered approval workflows within Negotiatus. Users can configure settings to require approvals from multiple users, either simultaneously, or in an escalating order. Approvals can be set to trigger using a variety of conditions and combinations of conditions. This feature allows approvers to cut down the number of approval requests, saving time and allowing a more thorough review of each request.
Approvals can be found on the Manage Organization page. Select the Approvals tab to view Approval Rules. Create a new rule or click the rule name to view the details of an existing rule. Users can create as many rules as they need. Rules can be renamed once the rule has been created.
If an order meets the conditions of a rule, it will trigger an approval request. Multiple rules can trigger simultaneously.
Approval requests will appear on the approvers Negotiatus dashboard. An email requesting approval will also be sent to the approver. If an order is rejected, an email will be sent to the user that created the order. They can then edit or cancel the order. Editing an order will restart the approval process. Once an order has been approved and it doesn’t qualify for any other approval rules, it will be processed by Negotiatus.
Approval rules contain one or more steps. Each step has its own conditions that trigger an approval request. Steps are triggered and must be approved in order. If step one is approved, step two will trigger another approval request. In order for a Rule to trigger, the conditions of step one must be met. Approval steps are useful for creating an escalating approval process.
Within an Approval rule, users can use the “More Actions” drop-down to rename the rule, delete the rule, or delete step one, if there are multiple steps. Clicking “Add approval step” will add a new step at the end of the approval sequence.
A step consists of the Approver that will receive the request, the type of condition that will trigger the request, and the value for that condition that must be met. If multiple approvers are selected for a step, only one needs to approve the order before it moves to the next step. Conditions can be set using Accounting code, Cost Center, User, Location, or Estimated subtotal.
Orders will display what approval rules have been triggered and what users must approve the order. This will help users track what approvals are still needed before an order is processed.
Approval requests will appear on the approvers Negotiatus dashboard. An email requesting approval will also be sent to the approver. If an order is rejected, an email will be sent to the user that created the order. They can then edit or cancel the order. Editing an order will restart the approval process.
If the new approval format doesn’t match your current process, please reach out to Support@negotiatus.com. Our team can help set up approval rules to meet your needs.
To learn more about setting up approvers, please see our article on Users.