Approvals Module
Standardize internal approval flows, accelerate processing, and improve transparency.
Approvals digitizes internal workflows such as business trips, procurement, contracts, payments, and administrative requests.
Each request follows category-based rules for required fields, approvers, minimum approvals, and approval order.
Key Features
Key points
• Create requests with predefined business templates.
• Route requests to multiple approvers including required approvers.
• Support sequential approval or minimum-threshold approval logic.
• Attach files and track full communication in chatter.
• Monitor statuses from draft to closure.
Core EN/VI Terminology
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Approval Request | Yêu cầu phê duyệt | A record submitted for review and authorization. |
| Approval Category | Danh mục phê duyệt | Template controlling fields and workflow behavior. |
| Approver | Người phê duyệt | User authorized to approve or refuse requests. |
| Minimum Approval | Phê duyệt tối thiểu | Minimum number of approvals required. |
| Approvers Sequence | Trình tự phê duyệt | Forces approvals to be processed in order. |
Navigation and Main Views
Dashboard shows approval categories for quick request creation.
My Requests tracks personal records, Approvals to Review focuses on pending approvals, and All Approvals supports global supervision.
Key points
• Dashboard: create new requests.
• My Requests: personal tracking.
• Approvals to Review: pending approval queue.
• All Approvals: system-wide visibility for privileged users.
How to Create an Approval Request
Steps
1. Open Approvals → Dashboard and select a category.
2. Click New Request, enter Approval Subject, and confirm Category.
3. Complete required fields such as Date, Period, Contact, Amount, Quantity, Reference, and Location.
4. Attach mandatory documents if required by category.
5. Review Approver(s), then click Submit.
Approval Processing
Approvers open Approvals to Review, validate request data and attachments, then approve or refuse based on policy.
Key points
• Approve: validate and accept the request.
• Refuse: reject and request corrections.
• Withdraw: revoke a previous approval when allowed.
• Cancel / Back to Draft: cancel or reopen for edits.
Approval Category Configuration
Key points
• Ensure Minimum Approval aligns with required approver count.
• Keep forms lean by enabling only necessary fields.
Steps
1. Go to Approvals → Configuration → Approval Categories.
2. Create or edit a category.
3. Set field behavior as No, Optional, or Required.
4. Configure approvers, manager behavior, and approval sequence.
5. Set Minimum Approval and save settings.
Real-World Scenarios
Business Use Cases
| Scenario | Recommended Setup | Benefit |
|---|---|---|
| Business Trip Request | Require Period, Location, Documents. | Better travel planning and compliance. |
| Payment Request | Require Amount, Reference, Documents. | Higher financial control and traceability. |
| Internal Procurement | Require Products and Quantity. | Standardized internal purchasing process. |
| Contract Approval | Require Contact, Reference, Documents. | Reduced legal and process risk. |
Search and Filters
Key points
• Use My Request for personal tracking.
• Use Approvals to Review for pending workload.
• Group by Category for batch processing.
• Group by Request Status to identify bottlenecks.
Useful Filters
| Filter | When to Use | Outcome |
|---|---|---|
| My Request | Track own submissions | Clear personal queue |
| Approvals to Review | Process pending approvals | No missed approvals |
| Approved / Refused / Canceled | Review history | Fast status-based auditing |
Common Troubleshooting
Issue Resolution Matrix
| Issue | Likely Cause | Resolution |
|---|---|---|
| Submit button missing | Required fields/documents are incomplete. | Complete all required inputs and attachments. |
| Cannot approve request | You are not assigned or not in current sequence step. | Check Approver(s) and sequence settings. |
| Request not visible | Wrong filter or insufficient permissions. | Reset filters and verify access rights. |
| Request cannot be edited | Record is no longer in draft state. | Use Cancel/Back to Draft if permitted. |
User Groups and Permissions
Typical Access Model
| Group | Main Permissions |
|---|---|
| Internal User | Create personal requests, track status, approve when assigned. |
| Officer (Approve all requests) | View and process all requests. |
| Administrator | Full category and workflow configuration control. |