Approval Setup
Approval Setup defines which transactions need sign-off and who signs them. You pick a transaction type, assign users to approval levels, and the chain applies from that point on — this is the whole configuration of the Approval add-on.
Where to find it
Go to Setup > Security Settings > Approval Setup.
Select Transaction Type
- Open the Approval Setup page.
- Select the transaction type — Sales Order, Expense, Work Order and so on.
The full list of supported types is on the Approval page.
Define Approval Levels
Assign users to levels based on their role and authority.
| Level | What it can do |
|---|---|
| Top-Level Approver | Finalises the transaction. Only this level can, and only once every prior level has approved. |
| Second to Fifth Levels | Approve or reject before finalisation. |
A typical setup has the General Manager at top level and a Department Head at second level, with authorised users able to initiate the transaction.
Set the top level before anything else. A chain with no top-level approver has no one who can finalise, so transactions accumulate in Pending with nothing able to release them.
Configure Approval Options
| Option | What it does |
|---|---|
| Select a Role | Assigns the level to a user role rather than an individual. |
| Level | Which position in the chain this entry occupies. |
| Inactive | Temporarily disables the rule without deleting it. |
| Edit | Change an existing rule. |
| Delete | Remove a rule no longer needed. |
| Super Admin | The override role. |
Designing a chain that works
- Keep it short. Every level is a delay, and a five-level chain on a routine purchase order becomes something people work around.
- Assign by role rather than person where you can, so approvals do not stop when someone is on leave.
- Use Inactive rather than delete while testing — it is reversible.
Related pages
- Approval — how the process works
- Approval Inquiry — approving transactions
- User Roles — the roles being assigned