Set approval deadlines and escalation

Every kind of approval can have a deadline and somewhere to go when it is late. For the kinds decided in Workflows itself, such as a job review before the final invoice or a write-off, you also choose above what amount an approval is needed and who gives it.

Before you start

• You need the right Create and change workflow rules (managers hold it).

Steps

1. Open Settings → Workflows and scroll to Approval rules.
2. Find the kind, for example Expense claim, Time off, Purchase requisition, Job review before the invoice or Write-off of a disputed amount.
3. Type the Deadline (hours): how long a request may wait at a step.
4. In When late, also to, choose The owner, The next step's people or Nobody.
5. For a kind marked The app's own rule; deadline and escalation here, stop here: the app keeps its own steps and approvers.
6. For the other kinds, type the limit in Above (amount), choose Approved by: A manager, The owner or The requester's manager, and tick Two people if two different people must approve.
7. Select Save on that row.

Good to know

• Which apps keep their own rules. Purchase requisitions (Procurement), expense claims (Expenses), time off and timesheet periods (HR) and journal entries above the posting limit (Books) keep their own steps and approvers. Here you set only their deadline and escalation.
• Discounts, quote totals and purchases are limited in Studio → Approval limits, with their own approver and deadline (see set approval limits). Their requests still come to Approvals.
• The requester's manager. When Kluvan does not know who the requester's manager is, any manager may approve.
• Write-offs. A rule for Write-off of a disputed amount applies on every plan; with no limit set, no approval is needed. See write off a disputed amount.
• Business days. Deadlines skip your country's weekend.
• Escalates once. A late request escalates one time; the new approver is added to the step and told, and so is the person who asked.
• Every saved rule is written to the audit log.