User-Based Approval is an approval chain created specifically for an individual employee. You can designate one or more approvers for a submitter. There are no approval dollar limits associated with this approval chain, meaning all of the submitter's transactions will route to the approvers.
This article will show you, as an Administrator, how to manage User-Based Approval Chain.
Step 1: Go to the Policies tab.
Step 2: Click the root Business Unit.
Step 3: Click the Company Pref. tab.
Step 4: In the Routing Controls section, click Enabled.
- Send to S.A.F. by default if User Based Approvers are not configured: Select this option if you would like the transaction to be sent for approval using the S.A.F. approval chain that is configured for the business unit if the user does not have User Based Approval set up.
- Send Expense Reports to S.A.F. after User Based Approvals: Select this option if the expense report should go through the S.A.F. approval chain after the transaction has gone through the User Based Approval chain.
- Send Invoices to S.A.F. after User Based Approvals: Select this option if the invoice should go through the S.A.F. approval chain after the transaction has gone through the User Based Approval chain.
- Send Requisitions to S.A.F. after User Based Approvals: Select this option if the requisition should go through the S.A.F. approval chain after the transaction has gone through the User Based Approval chain.
Please Note: If none of the options are selected then the transactions for any users that do not have UBA configured will automatically be approved and routed to the Accounting Reviewers.
Step 5: Scroll down to the bottom of the page, click Save.
Step 6: Click User-Based Approvals.
Step 7: Search for a user by entering the user's name in the Name/Email field provided and click Search. Or, select the user's name from the list.
Step 8: Here, you will see all users with approval permission. Search for the approver in the Name/Email field and click Search. Or, click Add to add the approvers.
Step 9: Each approver you choose appears in the Approval Chain. Mark the checkbox under ExpenseReport, Invoice, or Requisition to set that approver to approve that transaction type for this employee.
Please Note: If an approver does not have approval permission for the transaction type, the checkbox will be grayed out and cannot be marked.
Step 10: The approvers appear in the order of the approval chain. The approver at the top is the first to approve, the approver in the second row is the second to approve the transaction. To set or change the order of approvers, click Up or Down.
Step 11: When complete, click Save & Close.
