Fyle’s robust approval engine enables you to add another layer of approval for the expenses submitted by the employees in addition to their assigned primary approver.
As an admin you can assign project approvers to your projects and create approval rules to define the order in which report moves among your approvers.
Follow the steps below to set up project based approvers for your organization.
Note: approval engine is only available to organization on business plan or enterprise plan.
Assign project approvers
Navigate to Admins Settings > Organization > Projects
Click on the project you want to add approvers for. In the pop-up box that appears, scroll down and add the email IDs under Approver 1 and (optional) Approver 2.
Click on Update Project to save the changes.
Create an approval rule
Once you have assigned required project approvers, you will have to create an approval rule to add project approvers to expenses coded to those projects. Follow the steps below to create an approval rule for same.
Navigate to Admin Settings > Workflows > Approvals.
Click on Add rule.
The approval rule form will open up. Under approver, select Project Approver 1, if you have assigned Project Approver 1 to desired projects. You can also skip primary approver whenever this rule triggers. Click yes, if you want to skip primary approver.
Select the category of expenses targeted by this rule (choose expenses inclusive/exclusive of a certain category).
Choose who is affected by this rule (choose which employees the rule applies to).
Set the rule conditions (any other expense details that the rule should trigger for).
Select projects from dropdown and include/exclude desired projects.
(Optional) You can set additional actions like flagging expense, capping amount or require additional reason for expense under rule actions.
Enter the rule description or click auto generate description to automatically create a one for you. Note: this description will be visible to employees in Policies and rules section and within expenses when a rule is triggered.
Click Save.
If you have assigned project approver 2 to your organizations projects, you will have to create another approval rule for it by following the above mention steps.
Re-order approval rules
The order in which approvers see the report is determined on how the corresponding rules are stacked in the approvals section in workflows.
Let’s take an example:
You have created two new rules to add Project Approver 1 & Project Approver 2 to all expenses created by employees.
You see three approval rules under approvals section in workflows - one for primary approver, another one for project approver 1 and the last one for project approver 2.
On the left side of each approval rule, there’s a number and a downward arrow. This shows the sequence in which these approval rules will add approvers.
In this case, if an employee submits a report, it will follow the order Primary Approver → Project Approver 1 → Project Approver 2.
As an admin you can change the order in which approvers see the reports by simply re-ordering the approval rules. Follow the steps below to re-order approval rules.
Navigate to Admin Settings > Workflows > Approvals.
Click Re-order.
Drag and drop the approval rules to set them in order you want your approvers to see the report in.
Once done, verify the order and click Save.
Note: This action will re-run all policies and approval rules against unreported expenses within your organization. Depending on the number of such expenses, it may take 2-5 mins to for changes to reflect across your organization.
If you want more assistance with approval set-up, feel free to reach out to our team at [email protected]