Roles in ApprovalMax

Roles in ApprovalMax

Overview
Account-based role
Organisation-based roles
Workflow-based roles
Overview
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.

For more information on who can access what in ApprovalMax, please have a look at the article Who has access to approval requests.

This article applies to:

  1. Stand-alone users
  2. Xero users
  3. QuickBooks Online users
  4. NetSuite users


Account-based role
  1. The Account Owner manages the subscriptions and connections, adds/deletes Organisations, invites users and assigns roles, sets up workflows. 
  2. The Account Owner sees all requests within their Organisation and can override decisions by forcing a rejection or a final approval.
  3. The Account Owner role is assigned automatically and cannot be changed, or given to another user. 
  4. Account ownership can only be altered through an ownership transfer.

For more information on Account-based roles, check out this short instructional video:

Organisation-based roles

  1. The Account Owner or an Administrator assign Organisation-based roles in the ApprovalMax User section. Users can only have one Organisation-based role within the same Organisation.



  • Administrators manage connections, set up workflows, invite users and assign roles. 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 Managers manage workflows and users within an Organisation.
  • Auditors have 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 is the default role which is assigned to any user except Auditors and Administrators. Users can be a Requester and/or an Approver.
For more information on Organisation-based roles, check out this short instructional video:



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 differ for each workflow, depending on the setup of the individual approval workflow.
  • Approvers make approval decisions (approve or reject), set 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 Approvers have the same authorities as an Approver and can be added to a step if there are no Approvers with the rule Always Approves.
  • Requesters raise requests and can modify them (Purchase Orders or Bills), are able to 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.
  • Reviewers are users specified in the Review step who can review and edit requests that are On Review before they submit them for approval.
  • Default Reviewers are specified in the Review step and have the same authorities as a Reviewer. They can be added to a step if there are no Reviewers with the rule Always Reviews.
  • Watchers are kept informed about specific approval requests in the Organisation 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 Workflow-based roles, check out this short instructional video: 



 

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