Configure templates to automatically request approvals

8 min.

When you’ve set up approval users, you can configure the approval request process in several different ways, depending on how automatic you want it to be.

Manual approval requests

If you want full control of each step of the approval workflow, or if you don't know who should approve a document when you register it, you can request approval after the document has been registered. To do this, follow these steps:

Open the registered purchase invoice/credit memo.
Fill in the Purchaser Code field with the approver's Salespeople/Purchaser Code.
Select Request Approval > Send Approval Request.

Template-specific approval requests

Instead of manually sending approval requests after having registered a document, you can configure approval requests to be sent automatically using the vendor template. This requires you to fill out the Our Contact field in the document before registering. The approval request will automatically go to the user chosen when the document is registered.

To set up automatic approval requests using the vendor template, follow these steps:

Select the search icon, enter Document Categories, and then select the related link.
Select the category that the template belongs to, and then select Edit.
Under Templates, select the template that you want to configure, and then select Manage > Edit.
Under Purchase Documents, set the Invoice Reg. Step 2 and Credit Memo Reg. Step 2 to Submit for Approval.

An alternative way to navigate to the template card is to open the document journal, select a document with a template, and then select Template > Template Card.

Master template approval requests

If you want all documents to always be submitted for approval automatically, you should follow the guide described above under "Template-specific approval requests", but in the master template. To do this, follow these steps:

Select the search icon, enter Document Categories, and then select the related link.
Select the category that the master template belongs to, and then select Edit.
Under Templates, select the master template that you want to configure, and then select Manage > Edit.
Under Purchase Documents, configure the master template to automatically request approvals.

When you've completed the last part of the setup, the approval module is ready for use. Depending on the setup you've chosen, documents will automatically be submitted for approval once they’ve been registered or when there’s a manual request.

Video

Watch this video to learn more about how to send documents for approval.