With approval policies, you can define custom approval workflows for your business directly in Moss. You can easily set up company-wide policies with multi-level approvals for different amounts or policies for individual teams.
In this article you will learn how approval policies work, how to create them, and how to manage your companies policies.
Example policy
To help you understand the way approval policies work in Moss, you can check out an example of a policy including explanations for each approval rule:
Create an approval policy
1. Go to "Settings" > "Approval Policies" section and then click "Add new policy" to get started.
2. To add the first rule, give the policy a descriptive name (e.g. General policy if you're setting up a company wide policy). Select for which modules the approval policy should apply. You can apply it to one or multiple modules. Then click on "+ Add a rule..." to continue and start setting up the rules.
💡 Rules are defined per amount and specify who (role or selected person) has to approve what amount.
3. When creating a rule, you can specify the amount for which a role or specific person must give their approval. For example, in this case, amounts over 500,00 € must be approved by a team lead.
When selecting "Who must approve" you can choose the following:
Managers
Team Lead - The team lead of the requester has to approve the request
Department Owners - The department owner of the requester has to approve
Manager - The manager of the requester has to approve
Manager's Manager - The manager's manager of the requester has to approve
Admins - Choose a specific person or any to approve
Internal Accountants - Choose a specific person or any to approve
External Accountants - Choose a specific person or any to approve
Employee - Choose a specific person or any to approve
Teams - Any person from that team can approve the request
To add an additional approval for a rule (meaning for the defined threshold amount), click on "+ Add additional approval". This is useful, if you want higher amounts to be approved by several instances.
If you finished setting up the rule, you can click "Add rule" in the bottom right corner and add it to your approval policy.
4. To add rules for a different amount, click on "+ Add new rule...", enter the threshold amount and follow the same steps as before. When you're done, click "Save policy".
💡 If the threshold for the initial approval is above 0,00 €, an additional rule (stating that no approval is needed below the first threshold) is automatically added.
Edit & manage policies
Under "Settings" > "Approval Policies" you can find an overview of all active and archived policies of your company. Here you can edit, archive as well as create new policies.
Set default policies
You can set default policies for teams. You can do that on the User management page.
A policy that has been set as default automatically applies to all requests.
Editing and archiving policies
Go to "Settings" > "Approval Policies" Simply select a policy and click "Edit policy" to edit it or "Archive policy" to archive it.
⚠️ Please note that archiving a policy cannot be undone.
The "Requests" tab
All requests and invoices that need approval show up in the "Requests" tab.
In the tab "Mine" you will see all pending requests that you can approve based on the policy that applied to the request. Click on a request to see more details and to approve or reject a request.