How to change approval workflows, manage approval workflows, and configure approval workflows.
Best Practice: You’ll want to relook at your approval routing setup any time a new hire starts or exits who will act as an approver, especially after promotions, role changes, or new management joining. Any time a department restructures or your business needs change, your approval thresholds may need to be reconfigured.
Automatic Routing Based on Department and Value
To configure automatic routing of approvals to a specific person based on department and value:
Use Departments as triggers in your approval workflow.
Set a single first-level approver for each department.
Avoid using multiple triggers (e.g., custom and department triggers) within the same approval group.
If your approval group includes multiple approvers (e.g., a Vice President group), the requester will need to manually select the approver. Simplifying your setup to use only department triggers with a single approver at each level ensures that approvals are automatically routed to the correct individual.
The Approval Routing(s) represents the core concept of how approvals function within the Procurify Platform. Approval routings allow your requests to route to the appropriate individual within your organization depending on your team's hierarchy and the approval thresholds you’ve set up. This workflow means that the right people are approving the right requests with just a click of a button.
Approval workflows in Procurify are designed to route requests through predefined approval groups based on triggers such as departments, categories, or values. These workflows ensure compliance and accountability in the purchasing process.
Overriding Approval Flows
Once an approval flow is set in Procurify, it cannot be directly overridden. If you need to change the approval path (e.g., to avoid multiple categories triggering extra approvals):
The requester must delete the order.
Resubmit the order with items categorized in a way that triggers only the desired approval group. This adjustment can only be made before any part of the order has been approved.
The approval routing functionality was built to match your internal workflows. Remember, requests cannot be made without first setting up your approval routings.
Ensure that your approval workflows are configured with clear and consistent triggers to avoid unnecessary manual interventions. Regularly review and update approval groups and triggers to align with organizational changes.
Canceling or Recalling a Submitted Request
To cancel or recall a submitted request for approval:
Open the request in Procurify.
Use the option to Cancel or Recall from the request’s actions or menu.
If the request is already in the approval workflow, locate it in your Requests or Approvals section.
Open the request details and select Cancel/Recall to withdraw it from the approval process. This action removes the request from the approver’s queue and returns it to you for edits or deletion.