Approval workflows allow you to send all deployments that exceed a specified threshold to designated Approvers. You can configure either a one-tiered or two-tiered approval workflow. Approval workflows are useful if you want all virtual card requests for supplier payments exceeding a certain threshold to be subject to approval by one or multiple Approvers before a virtual card can be created.
To configure approval workflows, you will need to:
Create users with the correct approver roles.
Configure Card Pool access and set thresholds for each user.
A two-tiered approval workflow is made up of at least three users in total, with two Approvers.
A one-tiered approval workflow is made up of at least two users in total, with one Approver.
Approver 2—this is the highest tier of approval, this user will approve requests that exceed the threshold of Approver 1.
Approver 1—this is the lowest tier of approval, this user will approve requests that exceed the threshold of the Deployer.
Deployer—this user doesn't have approval permissions and can only generate card deployments within their own threshold.
Follow the steps below to create an approval workflow:
Caution
If you have Dual Approval enabled, any new users you create will need to be approved by another Admin user.
If you require a two-tiered workflow, create Approver 2 first. If you require a one-tiered approval workflow, skip creating Approver 2 and only create Approver 1.
Click Administration and then click Create user.
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Enter all required details in the 'personal details' section and set the Role as Approver 2.
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Select the Card Pool access tab. Tick the box to enable access to the corresponding Card Pool.
Note
Approver 2 should be able to approve all card requests, therefore a threshold cannot be set.
Click Create user.
As a Deployer you will be able to create a card within your threshold without approval. If the value of the card exceeds your threshold, the card must be approved.
If you have a card awaiting approval, the deployment details screen will display:
Approver name and email address
Requested amount
Requested dates
Click See workflow to view the deployment request workflow, this will show further details:
Deployer name and email address
Request threshold
Approver 1 will be prompted via email to approve or reject the request. Once logged in, the deployment will be on the approvers dashboard with the status 'awaiting approval'.
Select the deployment and then from the deployment details screen click Approve or Reject.
You can enter a comment into the field shown, if required. The comment will be visible in the deployment request workflow for the deployer and all approvers. Click See workflow to view the deployment request workflow.
If the value of the card exceeds both the deployer and Approver 1, then Approver 2 must approve the deployment.
An Approver can trigger payment communication to the supplier at the point of approval. This functionality is available on the Approval page.
If multiple deployments from a batch deployment require approval, users will be able to select which deployments that they want to approve. Once the user has selected which deployments they want to approve, they will be prompted to send communications to all deployments selected.
If a deployment requires approval, communications will be sent to the supplier upon approval if:
The supplier email address has been added to the deployment
Send Communication has been toggled on