Do your employee's reports need to be approved by multiple approvers before reimbursement? If yes, you've come to the right place! If you're looking for a simple one-approver set up, please take a look at this help page.
What we'll cover
The first thing to know about the Policy Members table, is that it is not linear. That is, the user in the Details column will not be final approving the report of the user in the same line.
The Details column should only be filled in for users who approve other people's reports and forward them to the next approver.
Submitters only submit their own reports, they never approve other users' reports. For submitters, only fill our their Email and Submit to field. The "Approves to" field in their Details column should be left blank.
If you have a workflow with multiple approvers, say, Submitter > Manager > Director > Finance, then Manager and Director are "middlemen approvers". These users will need to Approve and Forward reports submitted to them for additional approvals to the Final Approver. Enter the next approver in the chain, into the middleman approver's "Approves to" field in the Details column.
The final approver does not need to forward the reports they approve to anyone, so the "Approves to" field in the Details column should be left blank.
3 person approval workflow example
What we want:
Alice submits her reports to Bryan, Bryan approves and forwards the reports to Lucy. Lucy final approves and reimburses.
- Alice is a submitter who does not approve other people's reports. So we enter the 1st Approver of her reports into the Submit to field and leave the "Approves to" filed in the Details column blank.
- Bryan is a "middleman approver", he Approves and Forwards reports submitted to him to Lucy. So we enter Lucy's email in his Details column.
- Lucy is the final approver and does not need to forward reports to anyone for additional approval, so we can leave the "Approves to" filed in her Details column blank.
Both Bryan and Lucy need to submit their own reports for approval to their own manager, so we need to enter their respective managers into their respective Submit to fields.
4 person approval workflow example
What we want:
Bryan submits his reports to Jim, Jim approves Bryan’s reports and forwards them to Kevin. Kevin approves the reports and forwards them to Lucy. Lucy final approves and reimburses Bryan’s expense report.
Building off of the 3 Person Approval Workflow example above, we can add as many approvers as we need. To do this we need to consider each approver and to whom they need to forward an approved report. If a user is a "middleman" approver, then they will need to have the next approver's email listed in their "Approves to" filed in their Details column.
In the above screenshot when someone submits a report to Jim, we need to check Jim's settings to see if he Approves and Forwards reports to another approver. He does! He forwards reports to Kevin for second approval. Checking Kevin's settings we see that he in turn approves and forwards reports submitted to him, (or forwarded to him by Kevin), to Lucy. Lucy is a final approver so her "Approves to" filed in her Details column is blank.
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