FAQ and Tips¶

FAQ, best practices, and tips for effective use of the approval system.

FAQ¶

What if I don't see the approval button?¶

Possible reasons why you don't see the button:

You don't have the appropriate role or permission
Verify your role with the administrator
Check if you are a member of the correct team
The previous level has not yet been approved
In case of sequential approval, wait for the previous level
Check the approval history
The record has already been approved or rejected
Check the record status
Approval history will show the complete progress
You are not assigned as an approver
Some approvals are assigned to specific persons
Contact the administrator for assignment changes

Can I change my decision after approval?¶

No, after approval or rejection, the decision cannot be changed. This ensures process integrity.

Solution if you need to change a decision: - Contact the administrator - The administrator can return the record to the previous level - Then you can decide again

How do I see my approval history?¶

To view history:

Go to Approvals → Approval Records.
Filter by:
Approved By - your user
Date - time range
Status - Approved/Rejected
Export to Excel for reporting.

What if I accidentally reject a record?¶

If you accidentally reject a record:

You cannot change the decision - the system does not allow this
Contact the requester - explain the situation
Ask the administrator - they can return the record for new approval
Requester edits and resubmits - standard procedure

How long do I have for approval?¶

The deadline depends on company rules (SLA):

Typical Deadlines: - Ordinary expenses: 2 business days - Invoices: 3 business days - Contracts: 5 business days - Investments: 7 business days

Deadline Check: - The system may show remaining time - You get a reminder before expiration - After expiration, the request may be automatically escalated

Will I receive a notification about a new request?¶

Yes, if you have notifications enabled:

Email notification
System notification
Reminders after a certain time

Notification settings: Profile → Preferences → Notifications

Best Practices¶

Regularly Check Dashboard¶

Set a daily routine: - Morning check of "Pending Approval" widget - Afternoon wrap-up of pending requests - Check at least 2-3 times a day

Benefits: - You won't miss important requests - You won't block the workflow - You meet SLA deadlines

Use Comments¶

When to Add a Comment: - Always when rejecting - state the reason - When returning for modification - describe what to fix - For unusual requests - explain the decision

Examples of Good Comments: - "Rejected - department monthly budget exceeded" - "Please attach invoice from supplier" - "Approved with condition of delivery by end of month"

Examples of Bad Comments: - "No" - no reason given - "OK" - unnecessary comment - No comment when rejecting

Approve on Time¶

Respect SLAs: - Meet set deadlines - Do not delay approval to the last minute - Inform about longer absence (vacation)

During Absence: - Inform the administrator in advance - Request approval redirection - Set up substitution

Check Details Before Approval¶

What to Check: - Correctness of all data - Attached documents and invoices - Budget alignment - Legitimacy of request

Don't Just Check: - Amount - verify description and purpose too - Requester - content of the request is important

What to Avoid¶

Do Not Approve "Blindly"¶

Always read the entire request
Check attachments
In case of doubt, ask

Do Not Delay Approval¶

Do not wait until the last day
Do not block the workflow
Communicate problems in time

Do Not Approve Outside the System¶

Do not use email instead of the system
Do not phone approvals
Always approve in the system for audit trail

Do Not Edit Others' Records¶

Do not interfere with others' records without approval
Request permission from the author
Leave a comment about changes

Tips for Effective Work¶

Use Keyboard Shortcuts¶

Faster navigation in the system
Less mouse clicking
List of shortcuts: F1 → Keyboard Shortcuts

Set Up Personal Filters¶

Create filters for frequent queries
E.g., "Urgent IT Expenses"
Save them for quick access

Use Bulk Approval¶

For similar requests, use bulk actions
Save time
But always check the selection

Export History Regularly¶

Monthly export for reporting
Archiving for compliance
Analysis of own performance

Support¶

If you need help:

IT Support: Contact IT helpdesk
Administrator: Consult with system administrator
Training: Complete approval process training
Documentation: Administrator Documentation

Note

Specific settings for approval workflows and permissions vary depending on your organization's configuration. Contact your system administrator for details.