Did You Know you can customize approval workflows using a variety of triggers, rules and approval types to meet your needs?

This post provides a high-level overview of Propago’s order approval system, the key features of approval workflows, and explanations of the various triggers and types of approval workflows.

Approval Workflows give you and your clients a flexible way to manage budgets, inventory, and purchasing thresholds. At its core, you create custom Approval Workflows that can be assigned to any user group. These workflows include triggers—conditions that flag an order for review—and rules that specify who must approve it. You can have multiple workflows per group, each layered with different triggers to match any business requirement. Here’s a breakdown of the key features:

Approval Triggers: When Does an Order Require Approval?

Approvals can be triggered by a variety of conditions. Here are the most commonly used approval triggers:

1. Product-Based Triggers

Part/SKU-Based Approval – Require approval for specific parts or SKUs.
Part Quantity Threshold – Orders exceeding a set quantity for a specific SKU trigger approval.
Part Quantity Over Time – If a SKU is ordered above a certain quantity within a defined timeframe, approval is required.
Part Limits – Limits can be enforced on specific parts, defining how much can be ordered over time and whether approval is required.
Item Type Approval – Approvals can be triggered based on item categories instead of individual SKUs.

2. Order-Based Triggers

Order Quantity Approval – Require approval for all orders or orders exceeding a specific quantity.
Carrier Selection – Orders using specific shipping carriers can require approval.
Accounting Unit Changes – If a user selects a different accounting unit at checkout, an approval is triggered.

3. Spending & Budget Controls

Spending Limit Per Order – If an order exceeds a preset spending limit, approval is required.
Spending Limit Over Time – Orders exceeding a defined total spend within a timeframe (e.g., $500 in 30 days) require approval.
Order Limits Over Time – If a user exceeds a defined number of orders in a set period, approval is triggered.

4. Payment-Based Approval Triggers

Purchase Order Approval – Orders placed using a PO may require approval.
Deferred Billing Approval – Orders with delayed payment terms can be flagged for approval.
Credit Card Approval (Optional) – Admins can opt to require or ignore approvals on credit card transactions.

Setting Up Approving Managers

Propago offers three primary methods to assign approvers:

Hierarchy-Based Approval – Each user has an assigned approving manager who receives pending approval notifications.
User Group Manager Approval – The assigned manager of a user group is designated as the approver.
Rule-Based Approval – Approval emails are sent to specific users assigned in a rule-based system.

Optional: Require All Approvers – If selected, every assigned approver must approve the order before it proceeds. If just one approver denies the order, it is automatically closed as “Denied”.

Approvers also have the option to add or remove parts from an order before approving it.

How It Works

The basic steps needed to create a new approval workflow are the following:
Create a Workflow: Assign a name that will appear in the “Approval Flow” drop-down for user groups.
Set the Triggers: Choose criteria—like spending limits, parts, or carrier options—that automatically flag orders for approval.
Assign the Approvers: Decide who will approve flagged orders (managers, user group heads, or individuals listed in a rule).
Configure Rule Details: For each trigger, specify thresholds (e.g., quantity or dollar amounts) or conditions (e.g., item type).
Apply to User Groups: Attach your newly created workflow to the relevant user group(s). You can add multiple workflows to a single group.
Test & Refine: Place a test order that meets the criteria to ensure the workflow routes correctly and adjust if needed.

With these flexible settings, you maintain tight control without complicating everyday orders. By applying triggers and limits strategically, you’ll safeguard budgets, optimize inventory usage, and streamline purchasing—all while ensuring that everyone follows the right approval path when it really counts. If you have any questions or need help customizing your workflows, reach out at support@propago.com any time.