Approvals Workflow Management - Creating and managing user levels (including highest level)

Approvals Workflow Management - Creating and managing user levels (including highest level)

Adding a highest level

After creating the workflow, the next step is create the highest level. As mentioned in the overview, the highest level is the first level created in a workflow. The highest user level:
  1. is mandatory
  2. cannot be deleted
  3. requires an unlimited buying limit
  4. requires an unlimited approval limit
  5. cannot have any levels above it
To create the highest level, click on the workflow created and "Add new User Level +" or "Create Highest User Level +"



After clicking to add the highest level, the admin will be redirected to the "Add Highest Level" view.

  1. User Level Name: Define a name for the user level

  2. Organisation: Select which organisation is associated with the level

    1. Only one organisation can be assigned to one level

  3. Buying limits: The highest level requires an unlimited buying limit

  4. Approval limits: The highest level requires an unlimited approval limit

  5. User Level Approver: the highest level cannot have any approver levels

  6. Assigned Primary Users: Enable level to have primary approvers. User should click “Add User” to add a new user

    1. When approving, all primary users have to approve for the pre-order to move to the next level

      1. If all the Primary Approvers are “Out of Office”, the request will flow to Secondary Users to be approved

    2. When buying, Primary users can freely purchase up to the “Buying Limit”. Anything over the limit will need to be approved by the user level’s approver

  7. Assigned Secondary Users: Enable level to have secondary approvers

    1. Secondary users are only notified of Pre-Orders approval requests if all primary users are marked as “Out of Office”

  8. Delete Level: The highest level cannot be deleted



Adding a user level

After creating the highest user level, the organisation admin can add as many user levels as required. To create a new user level, click on "Add New User Level +" on specific workflow view.

  1. User Level Name: Define a name for the user level

  2. Organisation: Select which organisation is associated with the level

    1. Only one organisation can be assigned to one level

  3. Buying limits: Enable users on this level to place orders based on specific buying limits. See below for details

  4. Approval limits: Enable users on this level to approve orders based on an approval limit. See below for details

  5. User Level Approver: Defines which user level approves orders over the limits specified in 3 and 4. This will be the level above the current level.

  6. Assigned Primary Users: Enable level to have primary approvers. User should click “Add User” to add a new user. See below for details

  7. Assigned Secondary Users: Enable level to have secondary approvers. See below for details

  8. Delete Level: When creating a new level and click on delete, it will delete and cancel the creation of the new level. If there is an active Pre-Order in the workflow, the level cannot be deleted and the system shows a modal to the user to explain why


Buying Limits

The buying limits define if users on this level can place orders and what is the limitation for the orders placed.
  1. If the field is unchecked, users on this level cannot place orders
  2. If the field is checked, users on this level can place orders depending on the order amount
    1. If users order less than the limit, no approval is required by this user level. If users order more than this limit, pre-order goes to approval workflow
    







Approval Limits

The approval limits define if users on this level can approve orders and what is the limitation for the pre-order approvals
  1. If the field is unchecked, users on this level cannot approve pre-orders
  2. If the field is checked, users on this level can approve pre-orders depending on the order amount
    1. If users order less than the limit, the pre-order only needs to be approved by this level. If users order more than this limit, pre-order needs to be approved by this level and all the above levels until pre-order amount is less than the approval limit of the level
     

Assigning Primary and Secondary Users

Primary Users

To assign users to the level, organisation admin should click “Add User” to add a new user. The list will be all the users from the organisation selected when creating the user level.

  1. When approving, all primary users are required to approve a pre-order approval request

    1. If all the Primary Approvers are “Out of Office”, the request will flow to Secondary Users to be approved

  2. When buying, Primary users can freely purchase up to the “Buying Limit”. Anything over the limit will need to be approved by the user level’s approver.



  1. You can search users by name or email
  2. Only users from the organisation selected for the user level will appear on this list
  3. After selecting all the users, click "Add Users"

The list of selected users will appear on the user level. Organisation admin can remove users and see their status ("Active" or "Out of Office")


Secondary Users

  1. Secondary users are only notified of Pre-Orders approval requests if all primary users are marked as “Out of Office”

  2. Each level requires at least one secondary user


Editing existing user level

If the organisation admin needs to edit any details in the specific user level, they should click on "Edit" to the user level on the workflow view. All the existing values will be populated and users can edit them.If an existing level is deleted, all levels approved by this level should be automatically re-assigned to the level above. If there are any active pre-orders in the workflow, either a user level or the entire workflow cannot be deleted


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