How are approval rules prioritised?
Our built-in prioritisation system prevents conflicts at the approval stage. With this in mind, you must order rules by priority, with Rule #1 being first priority, followed by any subsequent rules. Only the first matching rule will apply.
For bill payments, reimbursements and budget top-ups, if no rules are met, a fallback rule will be applied. For card payments, only the first rule that is met will apply. If no rules are met, approval will be skipped.
For complex workflows, we recommend that more specific rules with more filters should come first, while more generic rules with fewer filters should be lower in the list.
What happens if no approval rule applies to a payment?
For bill payments, reimbursements and budget top-ups, if no rules are met, a fallback rule will be applied. For card payments, only the first rule that is met will apply. If no rules are met, approval will be skipped.
The fallback rule is designed to safeguard approvals that fall outside of any customised rules that are in place. Your fallback rule can not have filters added but the approver type can be customised.
What is a fallback rule?
The fallback rule is designed to safeguard approvals that fall outside of any customised rules that are in place. Your fallback rule can not have filters added but the approver type can be customised.
What happens if an assigned approver leaves the business?
If you delete an approver who is the only user assigned explicitly with the policy, is a sole role member, or sole budget owner, you must update your policy or budget rule before deleting them. The system will notify you when this is necessary. If they are one of multiple role members or budget owners, you can delete them without updating the policy.
What happens to approvals when an assigned approver goes on holiday or extended leave?
If an approver will be on leave, it's best to add an additional approver to the workflow beforehand. This way, the additional approver can take action on any pending approvals while the original approver is away. Be sure to assign them both as ‘Any’ approver so only one approver needs to action.
What happens to pending approvals when the sole approver leaves the business?
Pending approvals will maintain the the policy rules that were applied when the rule was triggered. This prevents any conflicts during the approval process and ensures that ongoing approvals do not restart midway through the process.
What happens if I update approval rules while something is pending approval?
If a sole approver with pending approvals leaves, those approvals will automatically be redirected to your default approver (as set in your fallback rules) upon deletion of the user. However, they must be removed from the policy as an approver prior to deletion.
What happens to approvals that don’t match any rules?
For budget top-ups, bill payments, and reimbursements that don’t match any rules, the fallback rule will be applied by default. For card payments with completed expense reports, if there’s no matching policy rule, approval will not be needed, and the request will automatically be marked as complete.
What happens when an approver submits their own item for approval?
Currently, approvals are still required even if the approver submits their own item.
Can an approval item be redirected when an approver submits their own item for approval?
Currently, approval is not redirected when an approver submits their own item for approval.
Is there a way to track changes made to approval rules?
Currently, the date and time of the latest rule update is available for each approval type on the main dashboard.
How can I provide feedback?
We’d love your feedback on this new feature! Please email nicholas@letsweel.com for suggestions or feedback on this feature or submit your feedback via our feedback submission form.
To learn more, read our 'Getting started with our Approval Policy builder' Guide