Procurify's Approval Routing provides account administrators the tools needed to better tailor their approval pathways by utilizing the key details of the requests.
To understand how Approval Routing works, we're first going to breakdown all of the components. Following that, you will find a detailed video walkthrough at the end of this article. Feel free to follow along with Jacob within your own account.
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 fully approved by the group and will not require further review by 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. If the $500.00 Request had been sent to Jordan instead of Sarah, he will still be able to approve the Request, but since Jordan's threshold is $0, it will be sent to Andrew afterward for final 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.
Conditions determine which Approval Group(s) a Request will be routed through before it is fully approved. A Request is only assigned to a group when it meets the groups Conditions.
Within the example above, we can see that an employee has submitted an Order Request for the Marketing department. This meets the 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.
For more details on Condition types and use cases, see Approval Group Conditions.
As seen within this example, it is possible for a Request to trigger multiple Approval Groups. Take a look at Group Sequence below for more information on these scenarios.
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 with the system 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.