Approval Workflows Field Reference
Overview
Complete reference guide for all fields, dropdowns, and configuration options in Approval Workflows. Use this to understand what each field means, when to use it, and how it affects approval routing.
Basic Approval Details Section
Workflow
Field Type: Dropdown (required)
Purpose: Selects the type of transaction or master data that requires approval
Available Options:
Transaction Workflows (Value-Based):
- Purchase Order - Supplier purchase orders
- Purchase Request - Internal material requisitions
- Sales Order - Customer sales orders
- Bill - Supplier bills/invoices
- Goods Receipt Note - Incoming material receipts
- Purchase Return - Returns to suppliers
- Sales Return - Returns from customers
- Expense - Business expense claims
Master Data Workflows (Department-Based):
- Item - New item master creation
- Supplier - New supplier master creation
- Bill of Material - BOM creation and updates
Behavior:
- Required field - must select before proceeding
- Cannot be changed after workflow creation
- Each workflow type can have multiple configurations (different departments or value brackets)
- Search functionality available - start typing to filter options
- Clear selection option resets dropdown
Validation:
- System checks for duplicate workflows (same type + same department)
- Prevents creating identical workflow configurations
Use Cases:
| Workflow Type | When to Use | Typical Scenario |
|---|---|---|
| Purchase Order | Control vendor commitments | All POs above ₹50,000 need manager approval |
| Sales Order | Credit control and pricing authorization | Sales above ₹200,000 need finance approval for credit limit |
| Bill | Payment authorization control | Verify bills before payment processing |
| Item | Master data quality control | All new items reviewed by operations before use |
Department
Field Type: Dropdown (required)
Purpose: Determines which department users this workflow applies to
Available Options:
- All - Applies to users in any department
- Admin - Only Admin department users (system default)
- Finance - Only Finance department users (system default)
- Custom Departments - Any departments you've created (Purchase, Sales, Operations, etc.)
How Department Selection Works:
"All" Selection:
- Universal workflow applying regardless of user's department
- Useful for company-wide policies
- Takes lower priority if department-specific workflow exists
Specific Department:
- Only triggers for users belonging to that department
- Allows department-specific approval hierarchies
- Higher priority than "All" workflows
Priority Logic: When a user creates a transaction:
- System checks their department assignment
- Looks for workflow matching their specific department
- If none found, uses "All" department workflow
- If neither exists, no approval required
Examples:
| Configuration | User Department | Workflow Applied |
|---|---|---|
| PO workflow for "All" dept | Sales | Uses "All" workflow |
| PO workflow for "Purchase" dept | Purchase | Uses "Purchase" specific workflow |
| Both "All" and "Purchase" workflows exist | Purchase | Uses "Purchase" specific (higher priority) |
| Both "All" and "Purchase" workflows exist | Finance | Uses "All" workflow |
Common Configurations:
Centralized Control:
- Use "All" department
- Single approval chain for entire organization
- Simplest to manage
Decentralized Control:
- Create department-specific workflows
- Each department has own approval authority
- More flexible but requires more setup
Hybrid Approach:
- "All" department for most workflows
- Specific departments only where needed (e.g., Purchase dept for POs)
- Balances simplicity and flexibility
Important Notes:
- Can change after creation (unlike workflow type)
- Must have corresponding department created in Organization > Departments
- Cross-department approvers allowed (e.g., Finance dept workflow can have Purchase role as approver)
Value Bracket Configuration
Start Amount
Field Type: Numeric input (required for value-based workflows)
Purpose: Defines the minimum transaction amount for this approval bracket
Format:
- Currency symbol: ₹ (auto-prefixed, based on system settings)
- Accepts whole numbers and decimals
- No thousand separators needed (enter 50000, not 50,000)
- Decimals allowed for precision (e.g., 10000.50)
Default Value:
- First bracket: Typically ₹0
- Subsequent brackets: Previous bracket's End Amount + 1
Rules:
- Must be less than or equal to End Amount in same bracket
- Should equal (Previous End Amount + 1) for continuous coverage
- Cannot be negative
- Zero is valid for first bracket
Common Patterns:
| Bracket Purpose | Typical Start Amount | Explanation |
|---|---|---|
| First/Lowest | ₹0 | Covers all transactions from zero upwards |
| Low-Medium | ₹10,001 or ₹25,001 | Starts after no-approval or single-approval range |
| Medium-High | ₹100,001 or ₹500,001 | Triggers additional approval levels |
| High-Critical | ₹1,000,001+ | Reserved for highest authority approvals |
Examples:
Simple Three-Tier:
- Bracket 1: Start ₹0
- Bracket 2: Start ₹50,001
- Bracket 3: Start ₹200,001
Detailed Five-Tier:
- Bracket 1: Start ₹0 (auto-approve)
- Bracket 2: Start ₹10,001 (L1 approval)
- Bracket 3: Start ₹50,001 (L2 approval)
- Bracket 4: Start ₹200,001 (L2 + L3 approval)
- Bracket 5: Start ₹1,000,001 (full chain)
Not Applicable For:
- Item workflow (no value)
- Supplier workflow (no value)
- Bill of Material workflow (no value)
These master data workflows don't display Start Amount field.
End Amount
Field Type: Numeric input (required for value-based workflows)
Purpose: Defines the maximum transaction amount for this approval bracket
Format:
- Currency symbol: ₹ (auto-prefixed)
- Accepts whole numbers and decimals
- Large numbers for "unlimited" brackets (e.g., 10,000,000,000)
Rules:
- Must be greater than or equal to Start Amount in same bracket
- Should be less than next bracket's Start Amount
- Use very high number (₹10,000,000,000) for final bracket to cover all higher values
- Cannot be negative
Common Patterns:
| Bracket Type | Typical End Amount | Purpose |
|---|---|---|
| No-Approval Range | ₹10,000 - ₹50,000 | Low-value transactions auto-approved |
| Single Approval | ₹100,000 - ₹500,000 | Manager level authorization sufficient |
| Multi-Level Approval | ₹1,000,000 - ₹5,000,000 | Senior management involvement required |
| Unlimited/Final Bracket | ₹10,000,000,000 | Covers all amounts above last threshold |
Why Use 10,000,000,000 (10 Billion)?
- Effectively represents "no upper limit"
- Ensures all transactions captured
- Standard practice across the system
- Can use higher if needed for your business
Examples:
Conservative Approach:
- End ₹25,000 (no approval)
- End ₹100,000 (single approval)
- End ₹10,000,000,000 (multi-approval)
Liberal Approach:
- End ₹100,000 (no approval)
- End ₹1,000,000 (single approval)
- End ₹10,000,000,000 (multi-approval)
Calculating Continuous Coverage:
If Bracket 1 ends at ₹50,000:
- Bracket 2 should start at ₹50,001
- Ensures no gap in coverage
- Every possible amount has a defined rule
Not Applicable For:
- Item, Supplier, BOM workflows (no value fields shown)
Approval Configuration
No Approval Required
Field Type: Checkbox (optional)
Purpose: Bypasses approval process for transactions in this value bracket
Label Options:
- "No Approval Required" (main checkbox text)
- "No Limit" (alternate label in some contexts)
Behavior:
When Checked:
- No approvers needed in approval flow
- Approval flow section becomes disabled/grayed out
- Transactions auto-approved immediately
- Documents proceed to next stage without waiting
- Status changes from Draft to Approved instantly
When Unchecked:
- Approval flow must be configured
- At least one approver required
- Transactions wait for approval before proceeding
When to Use:
| Scenario | Rationale | Example |
|---|---|---|
| Low-Value Transactions | Not cost-effective to require approval | POs under ₹10,000 auto-approved |
| Trusted Users | Senior staff with full authority | Directors' expenses need no approval |
| Routine Operations | Standardized, low-risk transactions | Standard product sales orders under ₹25,000 |
| Efficiency Focus | Speed more important than control | Rush orders need immediate processing |
When Not to Use:
- High-value transactions (financial risk)
- New vendors/customers (verification needed)
- Non-standard terms or pricing (review required)
- Regulated transactions (compliance mandates approval)
- Capital expenditures (governance requirement)
Best Practices:
Start Conservative:
- Begin with lower no-approval thresholds
- Increase gradually based on experience
- Monitor for misuse or errors
Regular Review:
- Assess if threshold still appropriate
- Check for any abuse patterns
- Adjust based on business growth
Document Reasoning:
- Maintain policy document explaining no-approval limits
- Support audit and compliance requirements
- Train users on the rationale
Impact on Audit Trail:
- Transaction still logged in system
- Shows as "Auto-Approved" in audit trail
- Creator's name and timestamp recorded
- No approver names since none required
Approval Flow
Field Type: Dynamic multi-select with visual builder
Purpose: Configures single or multi-level approval chain for this value bracket
Components:
Numbered Circles:
- Visual indicators showing approval sequence
- Numbers: 1, 2, 3, etc.
- Connected by horizontal lines (flow arrows)
- Each circle represents one approval level
Role Dropdowns:
- Below each numbered circle
- Lists all available department roles
- Format: L1-DeptName, L2-DeptName, L3-DeptName
- Select approver role for that level
Add Button (+):
- Small plus icon next to each approver
- Click to add next level in chain
- Can add unlimited levels (recommended max 3-4)
Delete Button:
- Available for each approver level
- Removes that level from chain
- Subsequent levels renumber automatically
Configuration Types:
Single Level Approval:
1
L2-Purchase
- One approver only
- Transaction goes directly to this role
- After approval, document proceeds
Two-Level Sequential:
1 ─────→ 2
L2-Purchase L3-Finance
- First approves, then routes to second
- Second approver cannot act until first approves
- Both must approve for document to proceed
Three-Level Sequential:
1 ─────→ 2 ─────→ 3
L1-Admin L2-Purchase L3-Finance
- Passes through three approval stages
- Each waits for previous to complete
- All three must approve
Available Roles:
Dropdown shows all roles from all departments:
- L1-Admin, L2-Admin, L3-Admin
- L1-Finance, L2-Finance, L3-Finance
- L1-Purchase, L2-Purchase, L3-Purchase
- L1-Sales, L2-Sales, L3-Sales
- Custom department roles you've created
Selection Guidelines:
| Level | Typical Role | Authority |
|---|---|---|
| First Level | L1 or L2 roles | Initial review, basic checks |
| Middle Level | L2 roles | Manager approval, detailed review |
| Final Level | L3 roles | Department head, final authority |
Cross-Department Approvals:
System allows any role combination:
- Purchase workflow can include Finance roles
- Sales workflow can include Purchase roles
- Useful for cross-functional oversight
Example: Purchase Order workflow
1 ─────→ 2
L2-Purchase L3-Finance
Purchase department approves first, then Finance for budget verification.
Validation:
Must Configure:
- At least one approver if "No Approval Required" unchecked
- Each level must have a role selected
- Cannot save empty approval flow
Best Practices:
Keep It Simple:
- Maximum 3 levels recommended
- Each additional level adds delay
- Balance control with efficiency
Match Authority Levels:
- Higher amounts → higher roles (L3)
- Lower amounts → lower roles (L1, L2)
- Respect organizational hierarchy
Consider Availability:
- Don't create bottlenecks with single approvers
- Ensure multiple users assigned to critical roles
- Plan for absence/vacation coverage
Performance Impact:
| Approval Levels | Typical Time | Impact |
|---|---|---|
| No Approval | Instant | Fastest processing |
| Single Level | 2-24 hours | Minimal delay |
| Two Levels | 1-3 days | Moderate delay |
| Three+ Levels | 3-7 days | Significant delay, plan accordingly |
Action Buttons
Add Button
Field Type: Action button
Label: "Add" (bottom right of form)
Purpose: Saves the configured approval workflow and activates it immediately
Behavior:
- Validates all required fields completed
- Checks for duplicate workflow configurations
- Saves workflow to database
- Activates workflow instantly (no delay)
- Closes the Add/Edit form
- Returns to main workflow list
- New workflow appears in the table
Validation Checks:
- Workflow type selected
- Department selected
- For value-based workflows: At least one bracket configured
- Each bracket has Start Amount ≤ End Amount
- Each bracket either has "No Approval Required" checked OR approval flow configured
- No empty approval flow dropdowns
Common Issues:
Button Disabled/Grayed:
- Missing required fields
- Validation errors present
- Complete all fields to enable
Nothing Happens on Click:
- Check for error messages
- Verify all required data entered
- Refresh page if system unresponsive
Cancel Button
Field Type: Action button
Label: "Cancel" (bottom right, next to Add button)
Purpose: Discards changes and closes the form without saving
Behavior:
- No confirmation dialog
- All entered data lost
- Form closes immediately
- Returns to main workflow list
- No changes saved to system
When to Use:
- Started configuring wrong workflow type
- Realized existing workflow already covers this
- Made mistakes and want to start over
- Changed mind about creating workflow
Best Practice: If you've done significant work, consider completing and saving, then editing later rather than canceling.
Edit Icon
Field Type: Action icon
Icon: Pencil/Edit icon (✏️)
Location: Action column in workflow list table
Purpose: Opens existing workflow in edit mode
Behavior:
- Click to open edit form
- Pre-populated with current configuration
- All fields editable except Workflow Type
- Save changes with Add button
- Cancel to discard edits
Permissions:
- Requires "Manage Approval Workflows" permission
- Icon disabled if user lacks permission
Delete Icon
Field Type: Action icon
Icon: Trash/Delete icon (🗑️)
Location: Action column in workflow list table, next to Edit icon
Purpose: Permanently removes the workflow configuration
Behavior:
- Click to initiate deletion
- May show confirmation dialog (system dependent)
- Workflow removed from system immediately
- Cannot be undone
- Transactions created after deletion: No approval required unless another workflow applies
Impact:
Pending Approvals:
- Continue with original workflow they started with
- Not affected by deletion
Future Transactions:
- No longer subject to this workflow
- Check if other workflows apply
- May proceed without approval if no other rules match
When to Delete:
- Workflow no longer needed
- Replacing with updated configuration (delete then recreate)
- Consolidating multiple workflows
- Decommissioning department
Caution:
- Permanent action
- Document workflow details before deleting
- Consider if should edit instead of delete
- Verify no critical transactions depend on it
Common Field Combinations
Scenario 1: Simple No-Approval Setup
Fields:
- Workflow: Purchase Order
- Department: All
- Start Amount: ₹0
- End Amount: ₹10,000,000,000
- No Approval Required: ✓ Checked
- Approval Flow: (disabled)
Result: All purchase orders auto-approved regardless of value.
Scenario 2: Two-Tier Value-Based
Bracket 1:
- Start: ₹0, End: ₹50,000
- No Approval Required: ✓ Checked
Bracket 2:
- Start: ₹50,001, End: ₹10,000,000,000
- No Approval: ✗ Unchecked
- Approval Flow: 1-L2-Purchase
Result: Up to ₹50K auto-approved, above requires Purchase Manager.
Scenario 3: Three-Tier Progressive
Bracket 1:
- Start: ₹0, End: ₹100,000
- Approval: 1-L2-Purchase
Bracket 2:
- Start: ₹100,001, End: ₹500,000
- Approval: 1-L2-Purchase → 2-L3-Purchase
Bracket 3:
- Start: ₹500,001, End: ₹10,000,000,000
- Approval: 1-L2-Purchase → 2-L3-Purchase → 3-L3-Finance
Result: Approval levels increase with transaction value.
Scenario 4: Master Data Approval
Fields:
- Workflow: Item
- Department: All
- No value brackets (not applicable)
- Approval Flow: 1-L1-Admin
Result: All new items require Admin approval before use.
Field Dependencies
Workflow Type Determines:
- Whether value brackets appear
- Which departments make sense
- Typical approval hierarchy
Department Selection Affects:
- Which users trigger this workflow
- Priority over "All" department workflows
- Available in role dropdown (informational only)
"No Approval Required" Checkbox:
- When checked: Disables approval flow configuration
- When unchecked: Requires approval flow configuration
Start/End Amounts:
- Only visible for value-based workflows
- Hidden for Item, Supplier, BOM workflows
- Determine which transactions fall into bracket
Related Documentation
- Overview - Understanding approval workflows
- How to Add - Step-by-step creation guide
- How to Edit - Modifying existing workflows
- How to View - Reviewing configurations
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