How to create a request
Once an approval workflow has been activated for a specific request type (e.g. Purchase Orders), there are a few ways to create a new request:
Option 1: Click on the + icon next to the relevant request type in the left-hand navigation panel. This takes you directly to the request creation form.
Option 2: Open the applicable request type folder from the left navigation panel and click the CREATE NEW REQUEST button. This also takes you directly to the request creation form.
Please note: this button only appears the first time a request of that type is created. Once requests exist, this area will list previous requests.
Option 3: Click on the + New request button in the top-right corner of ApprovalMax.
A pop-up will appear listing all active workflows and request types available to you. Select the request type, then click on Create to open the request form.
Once the request form opens, complete the required fields, including the vendor/supplier, date, line items, and any other applicable details. When ready, click on Submit for approval.
The request will then enter the approval workflow. Once fully Approved, it will be pushed automatically to the connected accounting system.
Who can create requests
Only users assigned as Requesters in the creation step of an approval workflow can create new requests in ApprovalMax:
How to edit a request
Requests can only be edited in ApprovalMax up until final approval. Once a request has been fully Approved, changes can no longer be made in ApprovalMax and must be made directly in the connected accounting system.
Any modifications made to the accounting system after approval will be synced back to ApprovalMax if the "Fraud detection – changes after approval" setting is enabled in the workflow. Organisation Administrators will be notified of any post-approval changes.
To edit a request that has already been submitted but not yet fully approved:
Open the applicable request in ApprovalMax.Click on EDIT in the top-left area of the request.
Make the required changes, then click on Resubmit for approval in the top-right corner.
In the confirmation pop-up, optionally add a comment explaining the changes, then click Resubmit.
The request will go through the approval process again from the beginning. All updates will be visible in the request's Audit Trail.
Please note: if any changes are applied, the approval workflow will be restarted, and previous approvals will be reset.
Who can edit requests
The user role and workflow settings determine who is able to modify requests after creation:
User role | Editing permissions |
Requester (creator of a request) | Can edit the requests they created |
Reviewer | Can edit requests if this permission is assigned to them in the review step |
Approver* | Can edit requests if they've been granted editing permissions during the workflow setup |