Roles in ApprovalMax (Xero)
There are three types of roles in ApprovalMax: account-based, Organisation-based and workflow-based.
Within the same ApprovalMax Organisation, a user can have one account-based or Organisation-based role and get assigned to several workflow-based roles as well. In this case, the authorities of their roles will be extended.
For example: an Auditor who is assigned as an Approver will be able to make decisions according to the rules set in the matrix. Meaning, the combination of these two roles extends the authorities.
Please see a detailed description of each role below.
Account-based role
Organisation-based roles
Workflow-based roles are created during workflow configuration. Users are assigned as a Requester or Approver/Reviewer and can hold both roles at the same time. The workflow-based
roles of a user can change between different workflows, depending on the setup of the individual approval workflows.
Within the same ApprovalMax Organisation, a user can have one account-based or Organisation-based role and get assigned to several workflow-based roles as well. In this case, the authorities of their roles will be extended.
Please see a detailed description of each role below.
Account-based role
The Account Owner manages the subscriptions, 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 a final approval. The Account Owner role is assigned automatically and cannot be changed, or given to another user.
Organisation-based roles
- The Account Owner or an Administrator assign Organisation-based roles in the User section of ApprovalMax. Users can only have one Organisation-based role within the same Organisation.
- The Account Owner or an Administrator assign Organisation-based roles in the User section of ApprovalMax. Users can only have one Organisation-based role within the same Organisation.
- Administrator: sets up workflows, assigns roles, manages connections, invites users. An Administrator can be a Requester and/or an Approver. Administrators see all requests within their Organisation and can override decisions by forcing a rejection or a final approval.
- Workflow Manager: manages workflows and users within an 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 a Requester and/or an Approver.
Workflow-based roles
Workflow-based roles are created during workflow configuration. Users are assigned as a Requester or Approver/Reviewer and can hold both roles at the same time. The workflow-based
roles of a user can change between different workflows, depending on the setup of the individual approval workflows.- Approver: makes approval decisions (approves or rejects), sets up Substitutes, can add other Approvers from their Organisation to a request as well as remove those that have previously been added. Approvers only see the requests where they have to make a decision.
- Default Approver: has the same authorities as an Approver and can be added to a step if there are no Approvers with the rule Always Approves.
- Requester: raises requests (Purchase Orders or Bills) and is allowed to make changes to them, can add Approvers from their Organisation in any step of their request as well as remove those that have previously been added.
Requesters only see their own requests.
- Reviewer: this role is assigned to users in the Review step, who then can review and edit requests that are On Review before they submit them for approval.
- Default Reviewer: this role is available in the Review step and has the same authorities as a Reviewer in the Review step. Can be added to a step if there are no Reviewers with the rule Always Reviews.
- Watcher: is kept informed about specific approval requests within the system so that they can closely monitor them. When a user is assigned to a request as a Watcher, they 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.
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