How alternative rules in the approval matrix work (Xero)
In the approval matrix, you can define the rules that determine which Approvers will be selected for each particular approval request. Such conditions are set based on the master data received from Xero: Suppliers, Tracking Categories, Accounts, etc.
This is how you add an alternative rule:
- Select your Organisation in the main menu and open Approval workflows under Workflows and settings.
- Select the respective approval workflow.
- Navigate to the step and open the approval matrix by clicking on
. Click on the three-dot icon
next to the Approver for whom you want to add alternative rules.
- Select "Add an alternative rule" and specify the rule.
- To remove a rule, click on the icon
next to the line you want to remove.
- When finished, save your changes by clicking on
in the upper right-hand corner of the matrix, then save/update the workflow:
Important note: Be careful not to use overlapping rules. In the example below, there are two rules: one says Dave should approve all requests except those from Microsoft; the other one says he is to approve any request with the Accounts 310, 400, 408. This means: requests from Microsoft with the Account=310 will be assigned to Dave despite one of the rules saying he is not to approve requests from Microsoft.
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