The Auto-Approval step in ApprovalMax automatically approves requests that meet certain predefined conditions, eliminating the need for manual approval in specific cases.
In the main menu, select your Organisation.
Go to Approval workflows under Workflows and settings and open the workflow where you want to add the Auto-Approval step:
Click on the + button, then select "Add Auto-Approval step":
In the pop-up, click on Enable. Alternatively, you can click on Hide to collapse the step and return to it later.
Next, click on AUTO-APPROVAL SETTINGS:
Configuring the Auto-Approval settings
Clicking on AUTO-APPROVAL SETTINGS will redirect you to the Auto-Approval matrix, where you can define the conditions that determine which requests are to be approved automatically.
Click on + Add Auto-Approval rule:
Add a meaningful name for the rule and click on Ok:
Select one or more field-based conditions – for example:
Requester
Total amount
Supplier/Vendor
Account
Tracking Category
Region, Class, Location (depending on the platform)
Custom fields (for stand-alone workflows)
Click on DONE to save your changes, and return to the workflow view:
You can add multiple rules in the same matrix.
Please note: The rules in an Auto-Approval step will be checked first. If one of the rules in the Auto-Approval step is met, the request will be auto-approved. If none of the rules in the Auto-Approval step are fulfilled, the request will be routed through the other approval steps.
How to delete an Auto-Approval rule
Open the Auto-Approval matrix.
Click on the Three-dot icon (...) next to the respective rule.
Select "Remove rule":
Click on DONE to save your changes.
Please note: For QuickBooks Online and NetSuite the Auto-Approval step is not available in Vendor approval workflows. For Xero the Auto-Approval step is not available in Airwallex Batch Payment approval workflows.
Please note: It is not possible to set up Auto-Approval rules which are based on the matching or approval of the related Purchase Orders.