Configure Multi-Level Approvals

Configure Multi-Level Approvals

Set up multi-level approval workflows for requests requiring multiple authorizations.

Time: 10–15 minutes per approval type Module: Multi Approval Permissions: Administrator

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Prerequisites

• Users configured with roles
• Approval hierarchy defined
• Email templates ready (optional)
• Access to Approvals menu

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Overview

The Multi-Approval system enables:

• Multi-level authorization workflows
• Sequential or parallel approvals
• Custom approval types
• Document attachments
• Product/service requests
• Email notifications
• Approval tracking

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Approval Workflow

Request Submitted
       ↓
Level 1 Approver
       ↓
Level 2 Approver
       ↓
Level N Approver
       ↓
Request Approved/Rejected

Status	Description
Draft	Request created
Submitted	Awaiting approval
Approved	All levels approved
Refused	Rejected at any level
Cancel	Cancelled by requester

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Steps

1. Create Approval Type

Define categories of requests:

1. Navigate to Approvals → Configuration → Approval Types
2. Click New
3. Configure approval type:

Field	Action
Name	Type name (e.g., “Leave Request”)
Image	Icon for type
Description	Brief description
Priority	Display order
Document	Required/Optional/None
Contact	Required/Optional/None
Date	Required/Optional/None
Period	Required/Optional/None
Product	Required/Optional/None

4. Click Save

2. Define Approval Levels

Add approvers to the type:

1. Open approval type
2. Navigate to Approval Lines tab
3. Click Add a line
4. For each level:

Field	Action
User	Select approver
Type of Approval	Required/Optional
Approve Template	Email template
Reject Template	Rejection email

5. Add all levels in sequence
6. Click Save

3. Configure Field Requirements

Set which fields are required:

Option	Settings
Required	Must be filled
Optional	Can be filled
None	Not shown

Example: Purchase Request

• Document: Required
• Contact: Required (Vendor)
• Product: Required
• Date: Optional

4. Submit Approval Request

As Requester:

1. Navigate to Approvals → My Requests
2. Click New
3. Select Approval Type
4. Complete the form:

Field	Action
Name	Request description
Approval Type	Select type
Date	Request date
Contact	Related contact
Location	If applicable
Products	Add items if required
Attachments	Upload documents

5. Click Submit

5. Process Approval (Approver)

As Approver:

1. Receive notification

2. Navigate to Approvals → To Approve

3. Open request

4. Review details:

   • Request information
   • Attachments
   • Previous approvals

5. Decision:

   • Click Approve to accept
   • Click Refuse to reject
   • Add comments if needed

6. Add Products to Request

For product-related requests:

1. In request form
2. Navigate to Products tab
3. Click Add a line
4. Enter:

Field	Action
Product	Select product
Quantity	Requested quantity
Unit of Measure	UoM

5. Add all products
6. Click Save

7. Track Request Status

Monitor your requests:

1. Navigate to My Requests

2. View status:

   • Pending approval level
   • Approval history
   • Comments

3. Check email notifications

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Field Reference

Approval Type (multi.approval.type)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Type name
Image	image	Image	No	Type icon
Description	description	Char	No	Description
Priority	priority	Integer	No	Display order
Document	document_opt	Selection	No	Document setting
Contact	partner_opt	Selection	No	Contact setting
Date	date_opt	Selection	No	Date setting
Period	period_opt	Selection	No	Period setting
Product	product_opt	Selection	No	Product setting

Approval Type Line (multi.approval.type.line)

Field	Technical Name	Type	Required	Description
User	user_id	Many2one	Yes	Approver
Type of Approval	require_opt	Selection	No	Required/Optional
Approve Template	approve_tmpl_id	Many2one	No	Approval email
Reject Template	reject_tmpl_id	Many2one	No	Rejection email

Approval Request (multi.request)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Request title
Request By	user_id	Many2one	No	Requester
Approval Type	approval_type_id	Many2one	No	Type of request
Date Confirmed	date_confirmed	Datetime	No	Confirmation date
Request Date	date	Datetime	No	Request date
Date Start	date_start	Datetime	No	Period start
Date End	date_end	Datetime	No	Period end
Location	location	Char	No	Location
Contact	partner_id	Many2one	No	Related contact
Quantity	quantity	Integer	No	Quantity

Request Line (multi.request.line)

Field	Technical Name	Type	Required	Description
User	user_id	Many2one	Yes	Approver
Status	status	Selection	No	Approval status
Type	require_opt	Selection	No	Required/Optional

Product Line (multi.product.line)

Field	Technical Name	Type	Required	Description
Product	product_id	Many2one	Yes	Product
Quantity	quantity	Integer	No	Requested qty
Unit of Measure	product_uom_id	Many2one	No	UoM

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Common Approval Types

Leave Request

Name: Leave Request
Document: Optional
Date: Required
Period: Required

Approvers:
1. Department Manager (Required)
2. HR Manager (Required)

Purchase Request

Name: Purchase Request
Document: Required
Contact: Required (Vendor)
Product: Required

Approvers:
1. Department Head (Required)
2. Finance Manager (Required)
3. Director (if > $10,000)

Travel Request

Name: Travel Request
Document: Optional
Date: Required
Location: Required

Approvers:
1. Supervisor (Required)
2. Department Head (Required)

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Views Available

View	Features
List	All requests
Form	Request details
Kanban	Visual cards
Calendar	Timeline view

Approval Dashboard

Managers see:

• Pending approvals
• Approved today
• Rejected requests
• Processing time

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Troubleshooting

Issue	Cause	Solution
Cannot submit	Missing fields	Complete required fields
Approval stuck	Approver absent	Reassign or escalate
No notification	Email issue	Check email settings
Wrong approvers	Type misconfigured	Update approval type
Cannot refuse	Already approved	Review workflow

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Best Practices

1. Clear types: Define specific approval types
2. Right approvers: Assign appropriate people
3. Reasonable levels: Don’t over-complicate
4. Documentation: Require attachments when needed
5. Timely processing: Set response expectations
6. Audit trail: Review approval history

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Security Notes

Role	Capabilities
Administrator	Full configuration
User	Submit own requests
Approver	Approve assigned requests

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Integration Features

Email Integration

• Approval notifications
• Reminder emails
• Status updates

Document Integration

• Attachment support
• Document preview
• Version tracking

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Related Tasks

• Configure Users
• Set Up Email