There are three types of roles in ApprovalMax: account-based, Organisation-based and workflow-based roles.
Within one Organisation, an ApprovalMax user can have one account-based or Organisation-based role and at the same time be assigned to several workflow-based roles. In this case, the authorities of the roles will be extended.
For example: an Auditor who is also assigned as an Approver is able to make decisions according to the rules set in the matrix, i.e. the combination of roles extends the authorities.
Here's a detailed description of each role
Account-based role
Account Owner: manages the subscription, adds/deletes Organisations, manages connections, invites users and assigns roles, sets up workflows. The Account Owner sees all requests within their Organisation and can override decisions by forcing a rejection or final approval. This role is automatically assigned to the Account Owner and cannot be changed or given to a different user. (*)
* The change of Account Owner can be done only by ownership transfer.
Organisation-based roles
The Account Owner or an Administrator sets Organisation-based roles in the ApprovalMax User section. A user can only have one Organisation-based role within the same Organisation.
Administrator: sets up workflows, assigns roles, manages connections, invites users. An Administrator can also be an Approver or Requester. Administrators see all requests within their Organisation and can override decisions by forcing a rejection or final approval.
Workflow Manager: is responsible for managing workflows and users within the Organisation.
Auditor: a read-only role which allows to better understand the approval workflow in operation, without the risk of accidentally changing, approving or rejecting something.
User: the default role which is assigned to any user except Auditors and Administrators. Users can be an Approver or Requester*.
Workflow-based roles
Workflow-based roles are created during workflow configuration. Users can be an Approver or Requester*, and they can even have both roles at the same time:
Approvers: make approval decisions (approve or reject), set up Substitutes, add other Approvers from their Organisation to the request as well as remove those that have previously been added. Approvers can only see those requests where they have to make a decision.
Default Approver: has the same authorities as Approvers and can be added to a step if there are no Approvers with the rule “Always approves”.
Requesters: this role is automatically assigned to an Account Owner and can be reassigned to any user in the Organisation. All Bills pulled from NetSuite will be created in the name of the user specified in the "Pull from Oracle NetSuite" step. Requesters can add Approvers from their Organisation in any step of their request as well as remove those that have previously been added.
Watchers: are kept informed about specific approval requests within the system so that they can closely monitor them. When a user is assigned as a Watcher to a request, they will receive notifications and updates regarding the progress and status of its approvals, even if they are not directly involved in the authorisation process
For more information on who can access what in ApprovalMax please have a look at the article Who has access to approval requests.