Approvals: policies, roles and decisions

Every approval follows your company's policies, set by the company admin under Settings → Approvals. Each kind of record has its own policy: CS awards, Vendors, Purchase orders, PO amendments.

Approval roles

An approval role (Purchase head, Plant head, Finance) is held by people for a location: Plant P1's plant head is not Plant P2's. Add approval role, then name who holds it, and where.

A policy

• Levels run in order. Each has a name, a condition (a value range, a location, other facts; a level with no condition takes every record), and its approvers: an approval role or a named person. With several approvers on a level, any one of them or all of them decide.
• Four eyes: the one who sends a record never approves it.
• Approvers may send it back and approvers may change it (approve with changes).
• When it waits: remind after so many hours; then escalate to a role or person, who may decide too.
• Saving makes a new version of the policy; records already sent keep the version they started with.
• Try a route shows who would decide a given record before you save.

A policy with no level: for vendors and awards, nothing can be approved until a level names someone; for POs, they are issued without approval.

Before you send

The Approval card on a record (a vendor, an award, a PO, a contract, an auction) shows who would approve it, in order, before anyone sends it, to whoever may send it. When the policy is not complete (no level names anyone) the card says so and that your admin sets it in Settings → Approvals. Send for approval shows the route again and asks afresh, so a policy changed meanwhile is never sent on an old answer.

Deciding

Approvers decide in Tasks or from the email link (with a code): Approve, Approve with changes, Send back or Reject, with a comment (a reason is needed for all but a plain approve). The sender is told at once, by the bell and email.

Stand-ins

Tasks → Away?: name who decides for you, from and until when. They see your tasks; their decisions say "on behalf of" you.