ApprovalMax Standalone Solution
What happens if I delete the workflow? (Stand-alone)
If you accidentally delete your workflow, it is not possible to recover it, unfortunately. You can create a new workflow from scratch or copy/adjust it.
Video: How to configure Auto-approvals?
ApprovalMax product walk-through: how to configure Auto-approvals:
How can I copy workflow settings to another Organisation? (Stand-alone)
ApprovalMax supports a tool that allows to copy a workflow setup between different workflow types in the same Organisation and between different Organisations under the same account. The Copy Workflow tool helps to reduce the time needed for the ...
Is it possible to run reports for offboarded users? (Stand-alone)
No, once a user has been deleted (offboarded), reports with the name of this user will not be available. It is also not possible to run reports for requests created by a deleted user.
Can I copy users between Organisations? (Stand-alone)
Unfortunately, this is not possible. You need to invite users to each Organisation, and users need to accept the invitation before they can perform any actions for a certain Organisation in the system. You can speed up the process by adding users to ...
How can I add users in ApprovalMax? (Stand-alone)
This is how you add users in ApprovalMax: Go to the main menu, select your Organisation and open Users page under "Workflows and Settings". Click on the button and type in the user’s email address. You can enter multiple email addresses; separated ...
How can Administrators manage Delegates? (Stand-alone)
If an Approver goes on holiday, the Administrator (or the Approver himself) can set a Delegate for him. In this case, all approval requests intended for this Approver will be sent to his Delegate. This is how an Administrator can set up a Delegate ...
How can I copy rules from one user to another? (Stand-alone)
ApprovalMax provides Organisation Administrators with the option to copy rules between Approvers within the same step. Here is how this can be done: In the main menu, select the Organisation in which you want to copy rules between users. Then go to ...
For which Organisations are stand-alone workflows available?
Stand-alone workflows are available for Organisations with: Normal trials Advanced feature trials with a standard subscription Premium subscriptions Partner status: Partners can nominate one of their Organisations as a free Partner edition ...
How to delete (offboard) users in ApprovalMax (Stand-alone)
The Offboarding feature allows you to delete (offboard) users without leaving unnecessary traces that could block other operations in this Organisation. You can also replace offboarded users in their role as authors of requests in the workflows. For ...
How to set up an auto-approval step (Stand-alone)
In the main menu, select the Organisation for which you want to specify an auto-approval step. Then go to "Approval workflows" under "Workflows and settings": Open the workflow for which you want to specify an auto-approval step and click on the “+” ...
What is auto-approval step? (Stand-alone)
Auto-approval step is an additional first step in workflow (except Vendor approval workflow) available during Trial period and Advanced feature trial period and in Advanced/Premium plans. With this step you can specify rules for automatic approval of ...
How can I change the time zone for my stand-alone Organisation?
Only an Organisation's Account Owner can change its time zone. This is how the time zone can be changed: In ApprovalMax, open the Organisation settings page and select your preferred time zone: Save the changes you made.
How can I change the default currency? (Stand-alone)
This is how you can change the default currency in an Organisation that uses stand-alone workflows: Open the main menu and select your Organisation. Navigate to the "Organisation settings" page under "Workflows and settings" section: Select a new ...
Can I enter my own values in the fields of a stand-alone request?
Unfortunately, you can only use the predefined values that have been specified in the approval matrix by an Administrator of the Organisation.
Why requests are getting auto-rejected or auto-approved? (Stand-alone)
Approval requests are getting auto-rejected (or auto-approved) if there are no approvers for them according to the approval workflow settings. The setting that defines whether request will be auto-rejected (set by default) or auto-approved, is called ...
How alternative rules in the approval matrix work (Stand-alone)
The approval matrix allows the definition of rules that determine which Approvers will be selected for each particular request. Conditions are set based on the master data created in the approval matrix. This is how you add an alternative rule: ...
Parallel and sequential approvals (Stand-alone)
ApprovalMax supports both parallel and sequential approvals for documents. Set parallel approvals if you have several approvers in one step and need any or all of them to approve a document. Set sequential approvals if you have approvers from ...
Report scheduler (Stand-alone)
It is now possible to schedule the sending of reports. This is how it works: In the main menu, select your Organisation and go to the Reporting section. Open report and click on the clock icon: Add a rule name, type in the email address of users you ...
Where I can find a reporting function? (Stand-alone)
To access the reporting feature, navigate to the main menu in the upper left-hand corner, select your Organisation and open "Reports": Here you have the option to create your own report with filters that reflect your particular needs. This is how ...
What is a Default Approver? (Stand-alone)
When a new value is added to a field in the workflow,chances are that this is not reflected in the approval matrix for a particular step. To avoid an automatic approval of such not yet allocated requests, a “Default Approver” can be specified for ...
How can I assign a new role to a user? (Stand-alone)
Company admins can assign different roles to the users. To assign a new role to a user, simply navigate to the Users page under the main menu and select a role from the drop-down menu next to the user:
Roles in ApprovalMax (Stand-alone)
There are two types of roles in ApprovalMax: Organisation-based roles and Request-based roles. A user in ApprovalMax can have one Organisation-based role and at the same time be assigned to several Request-based roles. In this case, the authorities ...
How can I specify instructions for Requesters? (Stand-alone)
An Organisation's Administrator can provide a message that will be shown to Requesters during request creation. This is how instructions for Stand-alone Requesters can be set up: In the main menu (in the left upper corner) select your Organisation ...
What is the Safety Catch? (Stand-alone workflows)
The Administrator of an Organisation can specify how the system will handle requests for which there is no Approver added according to the approval workflow setup. Such requests can be automatically approved or rejected. In the main menu select your ...
Approval decision policy (Stand-alone workflows)
If you have the same Approvers in several steps of an approval workflow, you can decide whether they all have to approve in each and every one of the steps, or if the approval decision made in the first step is to be applied to all other steps too. ...
Can I specify how many Approvers need to approve in order to authorise a step? (Stand-alone workflows)
ApprovalMax supports two approval conditions: “All” and “Any of”. They determine how many of the Approvers are required to complete the step — either all or a number of the assigned Approvers.
Getting started guide for stand-alone workflows
What is a stand-alone workflow? Stand-alone workflows are not connected to any online accounting platform. They can be used for the approval of any request or document, e.g. contract approval, capital expenditure (CapEx), supplier approval, request ...
Approval conditions (Stand-alone workflows)
In any approval step, there can be multiple Approvers. If this is the case, you can specify how such a request should be handled. For this, you can choose between two approval conditions: “All” and “Any of”. They determine how many of the Approvers ...
How can I test a stand-alone solution?
Please follow the steps below to test a stand-alone solution: Navigate to the main menu in the upper left-hand corner, in Organisation selection section click on "+ Add an Organisation": In the pop-up window, select "Connect later" and "Next": Then, ...
Attaching files to stand-alone requests in ApprovalMax
During the creation of stand-alone requests in ApprovalMax, you can attach files. However, some technical limitations do apply: · File extensions: any - except .exe, .com, .iso, .dex, .crx, .dmg, .ps1, .msi, .cmd, .bat · Max. file ...
How can I create new fields in a request form?
In stand-alone requests, you can create any drop-down field you need. To do that, open the approval matrix of the respective stand-alone workflow: Click on “Add field” and type in a name for the new field: In the approval matrix, you can create ...
How can I set up an approval workflow for travel requests, and how do I create a travel request?
ApprovalMax also supports other types of workflows, e.g., for the approval of contracts or travel requests. This is how you can set up a workflow for travel requests: Click on the "CREATE" button to create a new workflow: Add Requesters and ...
Contract approvals
ApprovalMax enables multi-step approval workflows not just for Xero/QuickBooks Online documents but also for other matters. Among the most popular items benefitting from an efficient approval workflow are contracts because, in general, agreements ...
How can I set up ApprovalMax as a stand-alone solution?
Apart from working seamlessly with a number of accounting platforms, ApprovalMax can also help improve other workflows within an organisation to increase transparency and control. Typical examples include contract approvals, capital expenditures ...