How to set up the Auto-Approval step

How to set up the Auto-Approval step

The Auto-Approval step in ApprovalMax automatically approves requests that meet certain predefined conditions, eliminating the need for manual approval in specific cases.
How to set up the Auto-Approval step

  1. In the main menu, select your Organisation.

  2. Go to Approval workflows under Workflows and settings:

              


  1. Open the workflow where you want to add the Auto-Approval step.

  2. Click on the + button, then select "Add Auto-Approval step":

          

  1. In the pop-up, click on ENABLE.
    Alternatively, you can click on HIDE to collapse the step and return to it later.

             

  1. Next, click on AUTO-APPROVAL SETTINGS:

              

Configuring the Auto-Approval settings
Clicking on AUTO-APPROVAL SETTINGS will redirect you to the Auto-Approval matrix, where you can define the conditions that determine which requests are to be approved automatically.

  1. Click on + Add Auto-Approval rule at the bottom of the matrix:
        


  1. Add a meaningful name for the rule:

          

  • Select one or more field-based conditions – for example:

    • Requester

    • Total amount

    • Supplier/Vendor

    • Account

    • Tracking Category

    • Region, Class, or Location (depending on the platform)

    • Custom fields (for Stand-alone workflows)


  1. Click on DONE to save your changes, and return to the workflow view:
         
Info
You can add multiple rules in the same matrix. 
Please note: The rules in an Auto-Approval step will be checked first. If one of the rules in the Auto-Approval step is met, the request will be auto-approved. If none of the rules in the Auto-Approval step is fulfilled, the request will be routed through the other approval steps.

How to delete an Auto-Approval rule

  1. Open the Auto-Approval matrix.

  2. Click on the Three-dot menu (...) next to the respective rule.

  3. Select "Remove rule":

       

  1. Click on DONE to save your changes.

NotesPlease note: For QuickBooks Online and NetSuite the Auto-Approval step is not available in Vendor approval workflows. For Xero the Auto-Approval step is not available in Airwallex Batch Payment approval workflows.
NotesPlease note: It is not possible to set up Auto-Approval rules which are based on the matching or approval of the related Purchase Orders. 


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