Procurify's Approval Routing provides account administrators the tools needed to better tailor their approval pathways, based on key details of the requests. To understand how Approval Routing works, it's best to first breakdown the components.
Approval groups are made up of one or more approvers appointed within that group. Each approver is also assigned a level as well as a threshold. In order for a request to be approved it must be approved by all levels of the group. There is an exception to this, which will be explained within the threshold details below.
An approval group will have at least one approval level. The level determines which approver(s) will need to 'ok' the pending Request first, before it can move to the next level. Once it is approved, the Request moves into the queue of the next approver, within the next level. If the Request is denied, it will not be sent to the next approver and will exit the Approval Routing, as the status of the Request has now changed to "denied". Based on the example group above, we can see that this approval group contains 3 levels. Being within the first level, Susan will be the first approver to be notified of the pending request within her queue.
When there are two approvers within one level, the user submitting or approving the Request will choose one of the approvers from a drop-down provided. In this example, if Susan chooses to approve the request, she will have the option to send the request to Jordan or Sarah.
The threshold is intended to provide an approver greater power within their group. If the total cost of the Request does not exceed the approver's threshold after they approve the request, it will be approved by the group and will not continue to the next approver within that group. Continuing on with our same example, if a request that costs $500.00 or less is sent to Sarah, she can approve the request for her group without requiring Andrew's approval.
A member of an approval group may be the final approver for their group if they are assigned to the last, or highest approval level, regardless of what their threshold is. A member of the group may also be the final approver if they approve a request with a total cost that falls within their approval threshold, as mentioned above. This means that Andrew is likely to be the final approver for their group, but Sarah can also be the final approver if the request total is within her threshold.
Now that we understand the role of the approvers within their groups, it's vital to understand how you can trigger certain groups for different orders, as well as which approval group will be active first if more than one group has been assigned to a request.
Trigger Conditions determine which Approval Group(s) a request will be routed through before it is fully approved. An Approval Group will be triggered when the request meets the Request Type and Department conditions. Within the example above we can see that an employee has submitted an Order Request for the Marketing department. This meets the trigger conditions of the Managerial Approval Group since this group needs to approve all Order Requests for the Marketing department. In addition to this group, the Finance team will also need to approve the request since they are required to approve all Order Requests for all departments. As seen within this example, it is possible for a request to trigger multiple Approval Groups. For more information on these scenarios, see Group Sequence below.
Since it is possible for multiple approval groups to be triggered for a single request, it is a common scenario to have a request pass through more than one group before it is approved. Similar to how the approver levels work, the sequence determines which group must approve the request before it can move through to the next approval group. These sequence numbers range from 1 to 10. In a case where both Approval Groups have the same sequence number, the order will be based on which Approval Group had been created first. In our scenario above, since the Managerial Approval Group's sequence number is 1, the request needs to be approved by this group before it can be reviewed and approved by the Finance Team.
In order for a request to be fully approved, it must be final approved within all groups that have been triggered.
Setting Up an Approval Group
Creating a New Group
- Within the Settings, select Manage Approval Routing under the Set up & Manage section.
- Select the orange Create New Group button.
- Enter a name for your new group, and select Next.
- Select one of the Request Type Conditions from the first drop-down.
To add an additional Request Type Condition, select + Add Condition.
- Select one of the Department Conditions from the second drop-down.
To add an additional Department Condition, select + Add Condition.
- Once complete, select Create Group.
- From the "Approver" drop-down select the employee appointed as the first level approver.
- Confirm the appropriate threshold within the "Threshold" field.
- Select Add.
- To add additional approvers and approver levels, select the blue + Add Approver button.
Setting the Group Sequence
- Select + Advanced Options at the bottom of the page.
- Select and drag the marker to adjust the Approval Group's Sequence number, and release once it has been adjusted to the correct number.