Approval Workflow Settings– User Guide

Approval Workflow Settings allow administrators to configure and manage approval processes for modules such as Invoices, Estimates, Expenses, and Purchase Orders. Users can define workflow conditions, assign approvers, configure sequential or parallel approval steps, manage notifications, and control record editing permissions after approval.

1. Accessing the Approval Workflow

1. Log in to the application using valid credentials.

2. Navigate to Settings and locate the Approval Workflow section.

3. Click any of the following module cards:
4. • Invoices
   • Estimates
   • Recurring Invoices
   • Proforma Invoices
   • Purchase Orders
   • Expenses
   • Credit Notes

4. You will be redirected to the Approval Workflows screen.

2. Configuring an Approval Workflow

On the Approval Workflows screen, configure the following fields:

1. Workflow Name: Enter a name for the workflow.
2. Module: Select the module to which the workflow will apply.
3. Trigger: Define the event or condition that initiates the workflow.
4. Status Toggle (ON/OFF): Enable or disable the workflow as required.
5. Restrict Staff Edit After Approval: Enable this option to prevent staff members from editing records once the workflow request is approved or partially approved. Parent/Admin users can still edit the records.
6. Skip Level (ON/OFF): Enable this option to allow the workflow to progress automatically when an approver is unavailable, as per the configured workflow behavior.
7. Wait (Days): Specify the number of days to wait before the workflow proceeds to the next stage, according to the configured workflow rules.
8. After entering the required details, click the Save Workflow button to save the configuration.

3. Configuring Workflow Rules

Workflow rules define the conditions and approval steps that determine how records are routed for approval.

1. On the Approval Workflows screen, locate the Add Rules button in the top-right corner.

2. Click Add Rules to access the workflow rule configuration section.
3. Click the Add Rule button to expand the rule configuration panel.

4. Configure the required conditions, approval steps, assignees, and notifications.

4. Creating and Editing Workflow Rules

4.1 Configure Rule Conditions

Set the conditions that determine when a particular rule should apply.

• Invoice Amount: Specify the invoice amount condition.
• Range Between: Define the applicable amount range.
• Minimum Value: Enter the minimum amount for the rule.
• Maximum Value: Enter the maximum amount for the rule.

4.2 Configure Approval Steps and Ordering

Define the approval sequence and the order in which the approval steps should be executed.

• Sequential (SEQ): Approval steps are processed one after another in the configured order.
• Parallel (PAR): Multiple approval steps can be processed simultaneously.

4.3 Assign Approvers

1. Select the appropriate assignee type, such as a User or Role.
2. Choose the required staff member or role responsible for approving the record.
3. Configure the approval steps according to the required workflow.

4.4 Configure Notifications

Set up notifications to inform the relevant users about approval requests and workflow updates.

• Email Notification: Enable email notifications as required.
• SMS Notification: Enable SMS notifications as required.

4.5 Add Multiple Rules

Repeat the rule creation process to configure multiple rules based on different conditions, amount ranges, approval steps, or assignees.

5. Editing and Deleting Workflow Rules

Existing workflow rules can be managed using the available action icons.

1. Edit Rule: Click the Edit icon corresponding to the rule you want to modify. Update the required conditions or approval settings.

2. Delete Rule: Click the Delete icon corresponding to the rule you want to remove.

3. Review the changes and confirm any deletion prompt displayed by the application.

6. Summary

The Approval Workflow feature allows users to configure approval processes for supported modules, define conditions based on invoice amounts, assign approvers, arrange sequential or parallel approval steps, manage notifications, and edit or delete workflow rules as required.

Updated on: 19/10/2026