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What are approval flows?

Approval flows let you check and release your users' orders before they are forwarded to the vendor. This keeps you in control of orders and lets you define specific rules for when an approval is required.

Defining criteria and rules

Every approval flow is entered via entry criteria. These determine when an order enters the approval flow. Examples of such criteria:

  • The provider of the article is one of … → selection of specific vendors or vendors of a marketplace

  • The article price is... → selection "Higher than...",  "Less than..."  or  "in the range..."

  • The order type is … → selection of platform order or RFQ order

  • The order value of the vendor is...  → selection "Higher than...",  "Less than..."  or  "in the range..."
  • The account assignment value of the article is one of...  → selection of various account assignment values
  • The article ECLASS is one of...  → selection of various ECLASS

Several criteria can be combined and supplemented in order to map more complex approval entries. Every additional rule creates a further approval level.

 

How the rules are processed

  • The rules are processed in the order in which they were created.

  • As soon as one rule is met, the order enters the approval process.

  • The order must then pass through all relevant approvals before it is forwarded to the vendor.

  • Approvers are notified one after another. Only once an approval has been granted is the next approver informed.

Multi-level approval processes allow procurement via simple system to be controlled very precisely. Even a simple "four-eyes principle" can be implemented reliably.

 

Adding an approval

  • Via “Add approval” you design the process according to your requirements.

  • A separate approver can be defined for each criterion.
  • Optional: Deputy approver, who is notified if an approval is outstanding for too long.

approval

 

Approval options

  • Approval directly via the link in the approval request sent by e-mail.

  • Approval directly on the platform under: Order overview → Waiting for my approval.

  • E-mail approval can be deactivated in the Settings.

approval-1

 

User integration

  • Only active users (invitation accepted) can be assigned to processes.

  • Assignment is possible for individual users, groups or all users – a mix is not possible.


approval-2

 

Summary

Approval flows make it possible to have users' orders checked and released against defined rules before they are forwarded to vendors. It is also possible to arrange several levels in sequence, to assign individual approvers or deputies, and orders can be released directly via the platform or by e-mail.

 

Instructions for administrators