How to create an approver

First, let's find the approvers list. Search for approver in the Tell me what you want to do field and select the Invoice Workflow Approvers list.

Tell me - Find Invoice Workflow Approvers

Prerequisite: Approvers are based on Portal Connect users.

  1. Click on the menu item New.
  2. Select a portal user from the User ID lookup. Name and email is filled in automatically based on the selected user. Create approver
  3. Choose a substitute from the Substitute lookup (optional).
  4. Select a user from the Approved by lookup. This user is authorized to make approvals next in the flow after the new approver.
  5. Under Advanced set which additional attributes the user should have: Power approver, Template Designer and View All Posted Documents. Advanced
  6. In the Permissions tab you can give the approver permission to change the dimensions, the G/L Account or job. Permissions
  7. Lastly in the Restrictions settings and in Valid dimensions you can set further restrictions and dimensions. Restrictions and valid dimensions

Power Approver

A Power Approver is able to approve documents on behalf of other approvers. This means that a Power Approver can approve documents with status In Approval which are awaiting another approvers approval. The change log will describe who was meant to approve the document and who actually did approve.

When an approved document has been re-opened the Power Approver can then force an approval. When the document has been reopened and sent for approval again then the system will ask if the Power Approver wishes to force an approval.

Tell me - Invoice Workflow Approvers

To enable Power Approver for a user, first search for approver in the Tell me what you want to do field and select the Invoice Workflow Approvers list.

  1. Click on the USER ID of the user you want to edit.
  2. Set the field Power approver to ON.

Advanced - enable Power approver

Single approver

If the approval settings on a document template has been set to Single Approver then the Power Approver can put himself as approver and then when the Power Approver sends the document for approval the document will immediately be approved.

This feature is highly relevant for invoices with fixed expenses as gas, water bill, rent etc.

Single approver