Roles in ApprovalMax (NetSuite)

Roles in ApprovalMax (NetSuite)

There are three types of roles in ApprovalMax: Account-based, Organisation-based and Workflow-based roles.

Within one Organisation a user in ApprovalMax can have one Account-based or Organisation-based role and at the same time be assigned to several Workflow-based roles. In this case, the authorities of the roles will be extended.
For example: an Auditor who is also assigned as an Approver is able to make decisions according to the rules set in the matrix, i.e. the combination of roles extends the authorities.
Please see a detailed description of each role below.

Account-based role

Account Owner: manages the subscription, add/delete organisations, manages connections, invites users and assigns roles, sets up workflows. Account owner can see all requests within their organisation and can override decisions by forcing a rejection or forcing a final approval. This role is automatically assigned to the Account Owner and cannot be changed or given to a different user. (*)
* The change of Account owner can be done only with the ownership transfer.

Organisation-based roles

The Account Owner or an Administrator directly sets Organisation-based roles in the User section of ApprovalMax. A User can only have one Organisation-based role within the same Organisation.



  • Administrator: sets up workflows, assigns roles, manages connections, and invites users. An Administrator can be an Approver or specified as a Requester. Administrators can see all requests within their Organisation and can override decisions by forcing a rejection or forcing a final approval.
  • Workflow manageris responsible for managing workflows and users within the 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 an Approver or specified as a Requester*.

Workflow-based roles

Workflow-based roles are created from the configuration of the workflow. Users can be an Approver or set as a Requester*, and they can even have both roles at the same time:

  1. Approver: this role allows to make approval decisions (approve or reject), set up Delegates, add other Approvers from their Organisation to the request as well as remove those that have previously been added. Approvers can only see those requests where they have to make a decision.
  2. Default Approver: this role has the same authorities as Approvers and can be added to a step if there are no Approvers with the rule “Always approves”.
  3. Requester: this role is automatically assigned to an Account Owner and can be reassigned to any user in the Organisation. All Bills pulled from NetSuite will be created in the name of the user specified in the "Pull from Oracle NetSuite" step. This role allows to add Approvers from their Organisation in any step of their request as well as remove those that have previously been added. 
  4. Watcherthis role informs about specific approval requests within the system so that they can closely monitor them. When a user is assigned as a Watcher to a request, they will 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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