Approvals

Overview

The Approvals module is used to manage company document approval processes. It allows you to create approval requests, set up approval chains, and track the progress of approvals. The system supports up to a two-round approval process with the option to set the number of required approvers for each round.

Key Features

• Creating approval requests with attachments and custom fields
• Support for single-round or two-round approval
• Flexible configuration of the number of required signatures
• Automatic termination of requests after the deadline expires
• Email notifications for approvers
• Record of comments and notes for the approval process
• Data export to Excel and PDF
• Management of various types of approval processes

Target Audience

The module is intended for all employees who need to:

• Request approval for a document, contract, invoice, or other supporting material
• Approve or reject requests within their competencies
• Track the progress of their approval requests
• Manage approval process settings (administrators)

Access and Settings

How to access the module

Navigation path: Main menu → Approvals

After opening the module, you will see a list of document types to which you have access. Click on a specific type to display the list of requests for that type.

Module Settings

Settings are available via: Settings → Approvals

In the settings, you can:

• Create new document types for approval
• Define approval chains for each type
• Set user permissions for individual types
• Configure custom fields for specific document types
• Designate approvers for the first and second rounds
• Set the number of required signatures for approval or rejection

User Rights

Permission	Description
View	Viewing approval requests without the ability to edit
Write	Creating new requests and approving documents
Delete	Deleting requests, including viewing deleted records
Module Administration	Managing document types and configuring approval chains

Document Types for Approval

What are document types

Document types allow you to divide approval processes according to content, department, or purpose. For example, you can create separate types for:

• Contracts
• Invoices over a certain amount
• Customer quotes
• Internal directives
• Investment requests

Document Type Parameters

Each document type has the following settings:

• Name and description: Labeling the type for easy orientation
• Number of rounds: Single-round or two-round approval
• Number of signatures in the 1st round: How many approvers must approve or reject the document
• 1st round approvers: List of users authorized to approve in the first round
• Number of signatures in the 2nd round: Required number of signatures for the second round (0 = single-round only)
• 2nd round approvers: List of users authorized to approve in the second round
• Custom fields: Up to 5 optional fields specific to the given type (text, date, selection)
• Default values: Preset values when creating a request

User Interface

Main Screen

After opening the module, you will see:

• Document types panel: A horizontal list of all types you have access to
• Status filters: Buttons for filtering requests by status
• Requests table: A list of all requests of the selected type
• Action buttons: Add document, Deleted records

Request Statuses

Requests can be in the following statuses:

Single-round approval

• Pending approval: The request has not yet been completely approved or rejected
• Approved: The required number of approvers has approved the request
• Rejected: The required number of approvers has rejected the request or the deadline has expired

Two-round approval

• Pending approval in 1st round: The request is waiting for approval in the first round
• Approved in 1st round: First round completed, waiting for the second round
• Rejected in 1st round: The request was rejected in the first round
• Pending approval in 2nd round: The request passed the first round and is waiting for the second
• Approved in 2nd round: The request was successfully approved in both rounds
• Rejected in 2nd round: The request was rejected in the second round

Filters and Search

In the requests table, you can use:

• Status filter: Buttons All, Pending (1st round), Pending (2nd round), Approved, Rejected
• Text search: Searching in the title, description, and other fields
• Column sorting: By clicking on the column header
• Advanced filters: SearchBuilder button for complex queries

Table Columns

• ID: Unique request number
• Name: Title of the request
• Description: More detailed description of the request's purpose
• Status: Current approval status
• Inserted by: Name of the person who submitted the request
• Inserted on: Date and time the request was created
• Approve by: Deadline by which the request must be approved
• Signed/Rejected: List of users who have already made a decision
• Attachments: Files attached to the request
• Custom fields: Fields specific to the document type
• Actions: Buttons for viewing details and deleting

Basic Operations

Creating a new approval request

1. Select the document type by clicking the appropriate tab at the top of the screen
2. Click the Add document button
3. Fill in the form:
   • Name: Brief but descriptive name of the request (mandatory)
   • Description: More detailed information about the request
   • Approve by: Deadline by which the document should be approved (default +14 days)
   • Automatically terminate: Check if the request should be automatically rejected after the deadline expires
   • Agree/disagree even after approval/rejection: Allows adding opinions even after completion
   • Attachments: Drag and drop files into the area or click to select (max. 60 files)
   • Custom fields: Fill in the fields specific to the document type
   • Email info to approvers: Check to automatically send an email to all approvers after a decision is made
4. Click Save
5. The system automatically sends email notifications to all 1st round approvers

Approving a request

1. Open the request detail by clicking the name or the eye icon
2. Review the request information, including attachments
3. In the approval round section (1st or 2nd), click the Approve button
4. Optionally add a note to your decision
5. Confirm by clicking Approve
6. The system records the date, time, and author of the approval

Rejecting a request

1. Open the request detail
2. In the respective round, click the Reject button
3. We recommend filling in a note with the reason for rejection
4. Confirm by clicking Reject
5. If the required number of rejections is reached, the request is automatically closed

Adding a note to a request

1. Open the request detail
2. In the Notes section, click Add note
3. Type the text of the note
4. Click Save
5. The note will be displayed in the table with the date and author

Viewing request details

The request detail contains:

• Basic data: Name, status, inserted by, date, approval deadline, type
• Description: Detailed description of the request
• Custom fields: Values of specific fields for the type
• Attachments: List of attached files with download options
• Notes: History of comments on the request
• 1st round of approval: List of approvers, who has already approved/rejected, buttons for decision
• 2nd round of approval: Appears after 1st round approval (if active)

Advanced Functions

Two-round Approval

In two-round approval, the process proceeds as follows:

1. The request is created and sent to 1st round approvers
2. After reaching the required number of approvals in the 1st round, notification is automatically sent to 2nd round approvers
3. 2nd round approvers can approve or reject the request
4. After reaching the required number of decisions in the 2nd round, the request is closed
5. The requestor is informed by email of the final result

Automatic Termination of Requests

If Automatically terminate is checked when creating a request:

• The system checks daily via an automatic task for requests whose deadline has expired
• If the request is not approved by the deadline, it is automatically rejected
• An email is sent to the requestor and approvers with information about the automatic rejection
• The notes will record: "Automatically rejected - date expired"

Option to Express Opinion After Closure

By checking the option Agree/disagree even after approval/rejection:

• Approvers can add their opinions even after the request has already been approved or rejected
• This feature serves to map the opinions of all participants
• Expression is only possible until the date specified in the "Approve by" field
• Additional opinions no longer affect the final status of the request

Email Notifications

The system automatically sends emails in the following cases:

• New request: To 1st round approvers when the request is created
• 1st round approval: To 2nd round approvers (if they exist)
• Final approval: To the requestor and optionally to all approvers
• Rejection: To the requestor and optionally to all approvers
• Automatic rejection: To the requestor and approvers after the deadline expires

The email contains:

• Document type
• Name and description of the request
• Name of the requestor
• List of attachments
• Link to request detail in the system
• Buttons for quick approval/rejection directly from the email

Quick Approval from Email

Approvers can make a decision directly from the notification email:

1. Find the Approve or Reject buttons in the email
2. Click on the respective button
3. A page will open with confirmation and the option to add a note
4. The decision is immediately recorded in the system

Data Export

You can export data from the table using the buttons:

• Excel: Export to XLSX format with currently displayed records
• Print: Print the table or save to PDF via the browser
• ColVis: Select columns for display and export

Custom Fields for Document Types

You can define up to 5 custom fields for each document type:

1. Open Settings → Approvals
2. Click on the name of the type you want to edit
3. Select the Optional fields tab
4. For each field, set:
   • Name: Field label
   • Type: Text, Date, or Long text
5. Save changes
6. The fields will automatically appear in the form and in the requests table

Approver Management

You set up approvers in the document type configuration:

1. Open Settings → Approvals
2. Click on the name of the document type
3. In the Approvers tab, add users:
   • For 1st round: Select users from the dropdown list
   • For 2nd round: Similarly, select second-round approvers
4. Set the number of required signatures for each round
5. Save changes

Integration with Other Modules

Incoming Physical Mail

If a physical document arrives that requires approval:

1. Register the document in the Incoming Physical Mail module
2. In the details of the received mail, click Forward to approvals module
3. Select the approval process type
4. Fill in the required data
5. The system creates a request and links it to the original mail record
6. Cross-links appear in the notes of both modules

Files

All request attachments are managed via the Files module:

• Files are stored in encrypted form
• Only authorized users have access to the files
• Version history is maintained during request edits
• You can download files directly from the request detail

Users and Permissions

Approval rights are managed at several levels:

• Global module rights: Basic read/write/delete access
• Document type rights: Specific permissions for individual types
• Approver role: Determination of who can approve in which round

Troubleshooting

FAQ

Question: I cannot approve the request, the Approve button is inactive.

Solution: The button is inactive for the following reasons:

• You are not in the list of approvers for that round
• You have already approved or rejected the request
• The request is already approved/rejected and adding opinions after closure is not allowed
• The approval deadline has expired and you do not have the right to express an opinion after the deadline

Question: How do I know how many more signatures are needed for approval?

Solution: In the request detail in the approval round section, it is stated: "X signature(s) are required for approval/rejection". Below that, you see tables with users who have already approved or rejected. The difference between the required number and the current number of approvals/rejections is the number of missing votes.

Question: I created a request, but the approvers did not receive an email.

Solution: Check:

• Whether the approvers have the correct email addresses filled in the Users module
• Whether the email is in the SPAM folder
• Whether approvers for the 1st round are assigned in the document type settings
• Contact the administrator to check the email server

Question: Can I change a request after it has been created?

Solution: A request cannot be directly edited after creation. However, you can:

• Add a note with clarification or correction
• If the request still has the status "Pending approval", you can delete it and create a new one
• Users with higher permissions can delete the request and create an edited version

Question: What happens when the approval deadline expires?

Solution: If the "Automatically terminate" checkbox was checked when creating the request:

• The request is automatically rejected
• The requestor and approvers will receive a notification email
• A record "Automatically rejected - date expired" will appear in the notes
• If the checkbox was not checked, the request remains open even after the deadline

Question: How do I set it so that an approver can express an opinion even after approval?

Solution: When creating a request, check the option "Agree/disagree even after approval/rejection". This allows all approvers to add their opinion even after the request is approved or rejected – opinions can be added until the "Approve by" date.

Question: I cannot create a new request, the Add button is inactive.

Solution: You must have write permissions for that document type. Contact the administrator to assign rights.

Question: Can I see deleted requests?

Solution: Yes, if you have delete permissions. Click the Deleted button at the top of the screen. A list of all deleted requests with the option to restore them will be displayed.

Question: How does two-round approval work?

Solution: Two-round approval proceeds sequentially:

1. First, the required number of 1st round approvers must approve the request
2. After approval in the 1st round, 2nd round approvers receive a notification
3. Only after approval by the required number of 2nd round approvers is the request finally approved
4. Rejection in either round leads to termination of the process

Tips for Efficient Work

• Create descriptive request names - they help you and the approvers quickly orient themselves
• Attach all relevant files immediately when creating the request
• Use the Description field to provide a detailed explanation of the request context
• Set a realistic approval deadline with a buffer in case of approver absence
• Use notes to communicate with approvers instead of emails
• Regularly check requests waiting for your approval using the filter
• Create separate document types for different processes - it facilitates orientation and reporting
• Use custom fields to record specific data (contract number, amount, department)
• Export data to Excel to create reports on approval processes
• When rejecting, always state the reason in a note - it will help the requestor when creating a new request

Document Type Administration

For module administrators:

• Regularly check if the current approvers are set (changes in organizational structure)
• Create document types with clear names and descriptions
• Set default values for frequently used options
• Use permissions at the type level - this will limit the number of items displayed for users
• Document in the Description field of the type what purposes the type is intended for
• When setting the number of signatures, consider the availability of approvers (vacations, illnesses)