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Advanced Features

Bulk approvals, approval history, and advanced features for effective work with the approval system.

Bulk Approval

To approve multiple records at once, use the bulk actions feature.

Bulk Approval Process

  1. Check the records you want to approve in the list.
  2. Click Bulk Actions (button at the top).
  3. Select "Approve" or "Reject".
  4. Optionally add a comment (applies to all selected records).
  5. Confirm the action.

Beware of Bulk Actions

Bulk approval works only for records: - Where you have permission to approve - That are in the correct state - That are pending your approval level

Records that do not meet the conditions will be automatically skipped.

When to Use Bulk Approval

Suitable Situations: - Approving ordinary expenses under the limit - Regular recurring requests - Simple approvals of the same type

Unsuitable Situations: - High amounts requiring detailed checks - Non-standard requests - First approval of a new type of request

Tips for Bulk Approval

  1. Filter Before Selection:
  2. Set filter by type, amount, or date

  3. Select only a homogeneous group of records

  4. Check Selection:

  5. Verify the number of selected items

  6. Ensure they all belong together

  7. Use Comments:

  8. Add a general comment valid for all
  9. E.g., "Approved within monthly budget"

Approval History

Each record contains a complete history of all approval actions.

"Approval Items" Panel

In the record detail, you will find an approval history panel displaying:

Information About Each Level

  • Approver - name and surname of the person who approved
  • Date and Time - exact time of approval or rejection
  • Level - which approval level (1, 2, 3, ...)
  • Comment - note from the approver
  • Status - Approved/Rejected/Pending

Audit Trail

The system records a complete audit trail:

  • Who and when approved
  • Who and when rejected
  • All comments
  • Status changes
  • Timeline of events
  • IP address and device (if enabled)

Record Immutability

Approval history is immutable - it cannot be edited or deleted. This ensures full process auditability.

Viewing My Approval History

To view the history of all your approvals:

  1. Go to Approvals → Approval Records.
  2. Filter by parameters:
  3. Approved By - your user
  4. Date - time range (this month, this year, ...)
  5. Status - Approved/Rejected/Pending
  6. Entity Type - Expenses/Invoices/...
  7. Export results to Excel for reporting.

Exporting History

When to Export: - Monthly or annual reporting - Audit or compliance check - Analysis of approval processes

Export Formats: - Excel (XLSX) - for analysis in a spreadsheet - CSV - for import into other systems - PDF - for archiving or printing

Advanced Filters

Filtering Pending Approvals

Use advanced filters to refine your selection:

By Creation Date: - Today - This week - Older than 7 days (urgent)

By Amount: - Under 5,000 CZK - 5,000 - 20,000 CZK - Over 20,000 CZK

By Type: - Expenses - Invoices - Contracts - Purchase Requests

By Department: - IT - Marketing - Finance - HR

Saving Custom Filters

For frequently used filter combinations:

  1. Set the desired filters.
  2. Click "Save Filter".
  3. Name the filter (e.g., "Urgent IT Expenses").
  4. The filter will be saved to your profile.

Reporting and Statistics

Personal Statistics

View your approval statistics: - Number of approved requests this month - Average approval time - Number of rejected requests - Most frequent request type

Team Statistics

If you have permissions, view team statistics: - Number of pending approvals by approvers - Average processing time - Comparison with the previous period

Related Topics: - FAQ - FAQ and tips - Multi-level Approval - How multi-level workflow works