Approval Configurations

Approval configurations define which entities require approval, how many levels of approval are needed, and who can approve at each level.

Navigation: Administration → Access → Approval Configurations

Workspace Reference

Workspace	How Users Reach It	What Users Usually Do There
Approval Configurations	Administration -> Access -> Approval Configurations	Define which records require approval, which levels apply, and who can approve each level.
Approval Levels	Administration -> Access -> Approval Levels	Maintain the reusable tiers used in approval chains.
Roles And Users	Administration -> Access	Ensure approvers have the correct role, business unit, and permission context.
Approval Items	Dashboard -> Approval Items	Review pending records assigned to the signed-in approver.
Service Workspaces	The screen where the record is created, such as Loans, Billing, Accounting, Events, or Documents	Submit records into approval and review their approval status after action.

What Are Approval Configurations?

An approval configuration connects:

1. An entity — What needs approval (GL journals, loan applications, etc.)
2. Approval levels — Which levels are required
3. Approvers — Which roles or users can approve at each level
4. Conditions — Optional amount thresholds or other criteria

Configuration List

The table shows all configured approval chains:

Column	Description
Entity	The record type this chain applies to
Business Unit	The business unit scope
Number of Levels	How many approval steps are required
Status	Active or inactive

Creating an Approval Configuration

1. Click Create Configuration
2. Fill in the form:

Field	Description	Required
Entity	The entity type requiring approval	Yes
Business Unit	Which BU this configuration applies to	Yes
Approval Levels	Select the levels to include in the chain	Yes
Approvers per Level	Assign roles or specific users at each level	Yes

The Entity field decides which records the rule controls. The Business Unit field decides where the rule applies. The approver setup decides who sees the pending item in their approval queue.

3. Submit the form

Entities That Support Approval

Entity	Description
GL Journal Entries	Manual journal entries and back-office postings
Loan Applications	New loan applications
Transactions	Financial transactions above certain thresholds
Client Records	New client registrations
Account Opening	New deposit or loan account creation
Budget Entries	Budget line items

Approval Workflow

When a record is created for an entity with an active approval configuration:

1. The record is saved with status PENDING
2. Users with the appropriate role at Level 1 see it in their approval queue
3. A Level 1 approver can:
   • Approve — Record advances to Level 2
   • Reject — Record returns to creator with rejection notes
4. This continues through all configured levels
5. When the final level approves, the record status changes to APPROVED

Approval in the Dashboard

Pending approval items appear in the Approval Items section of the Dashboard. Users see only items they are authorised to approve based on their role and approval level assignment.

TIP

You can configure different approval chains for different business units. For example, a branch might require 2 levels of approval while the head office requires 3.

Next Steps

• GL Posting Approval — Specific approval policies for GL postings