What are approval workflows?

Modified on Tue, 10 Dec, 2024 at 3:06 PM

Within Capture Expense, you can create single-stage or multi-stage Approval Workflows for approving expense claims. The Approval Workflows can then be selected in User Accounts and Categories. This is useful if you have different workflows for each department. And each Approval Workflow can be assigned to one or more users or managers.

Note:

Once you have registered your company, you are automatically assigned a default Line Manager workflow in Approvals. This record not only appears in the Approvals page, but also in the Approvals drop-down list when creating a User Account or a Category.

Note:

You can have a different Approval Workflow depending on the Category. Within Categories, you can also have a set of categories for each department, which can be linked to a different Approval Workflow. Within Approvals, you can perform the following:

Edit a default Approval record.
Add a new Approval record.

Approval Workflow view

Name	Description
Name	Enter the name of the Approval record.
Active	Unselect this option if you do not want the Approval record to be displayed in the drop-down list within the User Accounts and Categories. The record will be displayed as "Inactive" in Approvals, but not deleted.
Description	This is optional.
+ Stage	Click this icon to create more than one level of Approval rules within your Approval Workflow record. Note: You can add stages 1 to 6 within on Approval Workflow.
User	Select either: User or Manager. User: defaults to Add approvers. A user can be an Approver in Finance or HR, or a Director etc. Manager: defaults to any person who is a Line Manager.
Add Approvers	You can designate a person from the Approvers list.
Line Manager	This the Line Manager option from the User Account record.
Always	You can choose: Always: The designated person can always approve the expense claim. Amount Exceeds: If the amount of the total claim on the report that has been submitted is more than the threshold, the designated person can approve the claim. e.g. Anything above £100 must be approved by the Line Manager. Older by 3 Months: If the expense claim is older than 3 months at the time of approval, the claim can still be sign-offed by the designated person.
£	Enter the monetary threshold in which the approval stage is triggered.
Allow Edit	Select option: Allows the Approver to edit a claim once it has been submitted. Unselected option: The submitted claim is set as Read-Only for the Approver.

What's Next?

How do I edit an Approval Workflow record?

How do I create a Approval Workflow record?

How do I assign an Approval Workflow record to a User?

How do I assign an Approval Workflow record to a Category?

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