In ApprovalMax, visibility of requests (such as Bills, Purchase Orders, and other document types) is determined by user roles and participation in the approval workflow.
Overview of visibility rules in ApprovalMax
Approval Workflow participation: You can only see requests if you are part of the approval workflow or have been added as a Watcher.
Requester role: Requests created in external systems (e.g., Xero, QuickBooks Online, or NetSuite) are pulled into ApprovalMax under a default Requester. If you are not set as the default Requester or part of the workflow, you won't see those requests or updates.
Permissions in external systems don't apply in ApprovalMax: Having permission to create or view requests in your accounting system (e.g., raising a purchase order in Xero) does not automatically grant you visibility to those requests in ApprovalMax. Access in ApprovalMax is controlled separately by your ApprovalMax role and workflow participation, regardless of what you can see or do in the connected system.
Steps to access rejected requests
If you need to view rejected requests but are not part of the approval process, consider the following options:
Get added to the Workflow: Request to be included in the appropriate approval steps for the relevant workflow.
Become a Watcher: Ask an administrator to manually add you as a watcher for the specific requests.
Change your role: Request a role change to Auditor or Administrator to gain broader visibility across all requests.
Troubleshooting visibility issues
If you cannot see certain requests or updates in your ApprovalMax feed:
Check your role: Ensure you are either the Requester or part of the request's approval workflow.
Verify default Requester settings: For requests imported from external systems, confirm that the correct default Requester is set in ApprovalMax.
Contact an Administrator or Account Owner: If necessary, ask an administrator or Account Owner to adjust your permissions or add you as a Watcher.