Document approvals

What document approvals are

Some documents should be checked by a second person before they go out: a large quotation, a purchase order, an expense. In KyDec that check is an approval workflow, and a document is put on one with Send for Approval.

Document Approval Configurations is where you choose which types of document should always go for approval.

Choose the document types

1. 1Open Business Settings and choose Approval Workflow Settings.
2. 2Document Approval Configurations lists seven types: Vendor Leads, Expenditures, Quotations, Invoices, Purchase Order, Proforma Invoice and Sales Orders.
3. 3Turn on the switch under Enable auto-add. A dialog asks which workflow, stage and assignee new documents of that type join; choose them and click Save Changes.
4. 4The choice shows under the type’s name; click it to change it. Turning the switch off stops adding new documents.

• Every type starts switched off. Create a workflow of the type first: the dialog lists only workflows of that type.
• A switch is saved as soon as you change it. The count at the top right of the section shows how many types are on.

Create a workflow for each type first

A document can only be sent for approval if a workflow of its own type exists. A quotation goes on a Quotations workflow, an invoice on an Invoices workflow, and so on.

1. 1Open Workflows & Automations › All Workflows and click Create New.
2. 2Choose the Workflow Type that matches the document.
3. 3Add the stages and their approvers, and click Create Workflow.

• If you have none yet, + Create New Workflow at the foot of the Select Workflow list takes you straight there.

Send a document for approval

On the list of quotations, invoices, proforma invoices, sales orders, purchase orders or purchases and expenses, open the ⋯ menu on a row and choose Send for Approval. The Edit Workflow dialog opens.

1. 1Select Workflow: the workflow this document should follow. Only workflows of the type of the document are listed.
2. 2Select Stage: where it starts. The first stage is chosen for you.
3. 3Select Assignee: one of the approvers of that stage.
4. 4Select Due Date: optional. It is filled in for you when the workflow has a default deadline.
5. 5Click Save Changes.

• The same entry is in the More menu on the page of the document itself.

What happens next

• The assignee is notified, and the menu entry on the document changes to View In Workflow.
• The Workflow Name column of the list shows which workflow a document is on.
• The approver opens the item, reads the document and approves or rejects it with remarks. You are notified of the decision.
• On the page of the document, View Approval History shows the trail.