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Approvals

Approvals gathers everything waiting on your decision in one place, whichever feature it came from. Open it from the menu Me › Approvals. The number next to the menu item tells you how many are waiting on you.

What can arrive here (see the Kind filter):

  • Expense claim money people are claiming back. See Expenses
  • Document documents that need approval before they are issued. See Issued documents
  • Automation step a step in an automation that needs a person to decide
  • Company paper a request to send a company certificate out
  • Form answer forms set up so that answers need approval. See Forms
  • Table row tables with an approval status column. See Tables
  • Agent’s action something an agent wants to do that waits for a person to approve
  • Access request a request for access sent to an administrator

The four boxes

  • Waiting on me what is waiting for your decision
  • Sent back to me your requests that an approver asked you to change, with what they asked for
  • My requests your requests still waiting for a decision. You can see which step they have reached and who they are waiting on
  • Decided what you have already decided

Decide what is waiting on you

  1. Open Waiting on me. Press Open if you want to see the full details on that item’s own page.
  2. Choose one:
    • Approve
    • Ask for more: say what is missing, e.g. “Please send a clearer photo of the receipt”, then press Send back. The requester is told, and can fix it and send it again.
    • Reject: a reason is required, and the requester will see it.
  3. If the item has several steps, after you approve it shows Approved at this step — now step … waiting on … and passes it to the next approver.

Labels you may see on an item:

  • Step 1/2 which step of the approval rule this item is at
  • Due / Late when it should be decided by
  • Stuck no approver could be found for this step; an administrator has to step in
  • For … you have been asked to decide on someone else’s behalf
  • Your own request if there is no other approver at all, you may approve it yourself, and it is recorded as self-approved

For an Agent’s action, approving carries out exactly what was asked, on behalf of the person named, once, and permissions are checked again at that moment.

Approve several at once

  1. Tick Select for approving together in front of the items you want.
  2. Press Approve selected, then confirm with Approve all.

You can select up to 50 items. They must all be the same kind, and agent actions cannot be selected. Each item is checked just as if you approved it on its own, and anything that could not be approved is reported back to you.

Fix a request that was sent back, or cancel a request

  • In Sent back to me, read Asked to change, then fix it and resend it from that item’s page.
  • In My requests, press Cancel request if you no longer need it.

Hand on your approvals while you are away

If you will be away, you can ask someone else to decide for you.

  1. Go to Settings › Approvals › While I am away.
  2. Choose who to Hand on to, and set From and To.
  3. Pick Which kinds if you want (none = everything you approve), and add a Note, e.g. annual leave.
  4. Press Hand on.

The person you chose is asked alongside you, and it is recorded that they decided on your behalf. You can still answer yourself as usual. Press Cancel to end the hand-over early.

Ask for access or a feature

In Settings › Approvals › Ask for access, choose What you need, give a Reason, then press Ask. The request goes to an administrator.

Deadlines and reminders

Administrators can set how long each kind may wait. When about 25% of the time is left, the approver gets one reminder. Once it is late, the approver is reminded and the requester is told. This setting and the order of approval steps live in the approval rules.

Approve from LINE

If you have linked your LINE account, approval cards are sent to your private chat. You can press Approve on the card straight away. Rejecting needs a reason, so the card takes you to type the reason or opens the web page. If the item has already been decided, pressing an old card does nothing.

You can ask Summy too

  • “What’s waiting for my approval?” Summy tells you what is waiting on you and what has been sent back to you to change
  • “Where is my purchase request?” Summy tells you which step your request is at and who it is waiting on
  • Ask Summy to approve, reject or send back an item. Summy always sends you a card to confirm yourself (agent actions cannot be approved through Summy)

Handing on your approvals can only be done from the Settings page.