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 line approvers before a virtual card can be created.
It is possible to have a one or two-tiered approval workflow, depending on your preference.
To set up a two-tiered approval workflow, create Approver 2 first.
Next, create Approver 1 and assign Approver 2 as the Approver. If only a one-tier approval is required, there is no need to assign an Approver 2 to the Approver 1 profile.
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Then create the Deployer. To activate the Approval workflow, you must assign Approver 1 as the Approver.
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Once Approver 1 has been assigned to the Deployer’s profile, you can choose the monetary threshold amount that activates the approval workflow.
Click More from the user profile and select Card Pool Access.
Enter the threshold amount and click Save Changes to activate the approval process.
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If the deployment amount exceeds both the Deployer’s and Approver 1’s threshold, the request must be approved by both Approver 1 and Approver 2 before the deployment is created.
Admin Users can delegate approval when an Approver is unavailable for a period of time. To delegate approval, search for the Approver via User Search. Click on the Approver user that you want to manage delegations for.
Click More and select Manage Delegations.
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Click on Add New Approver Delegation.
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Enter the Approver user that you wish to delegate to and the dates that the delegation will be active. Click Add.
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The delegation has now been added and the status is Active.
Note
For delegations to be added across two approval bands you must have back-up users assigned to both the Approver 1 and Approver 2 role. Without the appropriate amount of back-ups, delegation will be unavailable.
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You can click the Edit link to edit the dates or status of the delegation. Toggle enabled off to make the delegation inactive and click Update.
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If you made the delegation inactive, you will see that the status is now Inactive.
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You can also click the Delete link to delete the delegation. You will be prompted to confirm the deletion.
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You can view Approval Delegations via Administration > Manage Users > Approval Delegations.
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Click a user name to view the User Details page.
When logged in as an Approver you can choose to share approvals with another user with the same access level.
As Approver 1 or Approver 2, click the Profile icon in the top right-hand corner of the page.
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From the dropdown, click Approval Sharing.
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Click the dropdown box labelled Approver and select an eligible approver from the options.
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Once you have selected an approver, click Add.
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Note
If there are no options available you will need to create a new user with the same access level.
Note
Service fee deployments or any other deployments that contain a service fee never go through the approval process.