How do I manage my Automatic Approval Flow / Auto Routing?

How to manage your automatic approval / auto routing flow in bulk or through the UI.

Linked Articles:

1. Introduction - Manual vs Automatic Approval Flow
2. How do I tell if my account is using automatic or manual approval flow?
3. Deeper dive into approval flow settings.
4. How do I manage my Manual Approval Flow?

Article Content: 

1. How do I set approval limits for users?
2. How do manage Automatic Approval Flow in bulk?
3. How do I make a small change to a single budget?
4. How to remove an approver?

How do I set approval limits for users?

1. Click Employees on the left
2. Click on the name of the user whose approval limit you would like to adjust
3. Click on Actions and then Edit Account
4. Look for the Approval Limit field and enter this employee's Approval limit
5. Click on Save

How do I manage Automatic Approval Flow in bulk?

To do this, you'll add the approvers to each budget. The easiest way to do this is by making the changes on a spreadsheet.

1. Click Budgets on the left to get to your Budget Dashboard
2. Click Actions on the right-hand side
3. Select the Export Active Budget option
4. Download the budget export CSV file and open it in your spreadsheet software.
5. Enter the approver's email address in column F
   
   
   1. You can filter the export by department, start or end dates, cost codes and types to manage your approvers per department or cost codes.
   2. You can replace an approver with another approver with the find and replace function on your spreadsheet software
   3. If you want to remove an approver from all, or specific budgets without having to archive their account, you can replace ",their@email.com" with "", then replace "their@email.com," with "", and lastly replace "their@email.com" with "". Be sure to replace both the comma before and the comma, and make sure all the budgets have at least one approver in the end.

1. Once everything is done, download the file as a CSV file.
2. Go back to the Budgets Dashboard.
3. Click on Actions and select the Import Budget option.
4. Drag-and-drop the file onto the Choose File button OR click Choose File and select the file from your computer.
5. Click on the Upload button.
6. You will be taken to the Budget Import Preview screen to preview your import. It will flag any errors. Once you are certain that all is in order click on the Import button in the top right.

How do I make a small approval flow change on a single budget?

1. Click Budgets on the left.
2. Search for the budget you want to alter the approvers on using the filters or search box. Click on the budget once you find it.
3. Click on Edit in the top right.
4. There is an approvers field wherein you can add or remove approvers from the budget.
5. Once done, click Save at the bottom.

How to remove an approver from your system? 

Archive the approver:

1. Click on Employees on the left.
2. Actions -> Archive

This action will archive the employee from the whole system and remove them from all budgets where they once were an approver. Their records will still exist, but they won't be able to log in to the system anymore.

What to do with requests waiting for an archived approver.

Pending approvals for the user won't be able to get reassigned. If this is the case, these are your options:

1. The request can be cancelled and revised. Here's how.
2. The request can be approved using approval override. Here's how.

---

Have more questions? Use the Live Chat icon in the bottom right corner or alternatively send an email to support@procurementexpress.com to get in touch with one of our Support Representatives. Have a feature suggestion? We would love to hear from you! Add your feature suggestion on feedback.procurementexpress.com.