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
1️⃣ Go to the "Requests" section in the Moss app, click on the tab "Approval policies", and then click "Add new policy" to get started.
2️⃣ To add the first rule, give the policy a descriptive name (e.g. General policy if you're setting up a company wide policy) and click on "+ Add a rule..." to continue.
💡 Rules are defined per amount and specify who (role or selected person) has to approve what amount.
3️⃣ 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:
Roles (For default policies: Any person who has that role can approve a request - For team policies: Any team member with the appropriate role):
Admin
Team Lead
Accountant (internal or external)
Specific users (a selected person has to give their approval)
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.
4️⃣ To add rules for a different amount, click on "+ Add new rule...", enter the threshold amount and follow step 3️⃣ . 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
In the tab "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
A policy that has been set as default automatically applies to all requests, except if the request is made by a team that has a dedicated team policy. In that case, the selected team policy applies.
To set a policy as default, select an active policy and activate the "Default policy" toggle.
⚠️ To select a different policy as default, select the new policy and activate the toggle.
Editing and archiving 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.
Assigning a policy to a team
To assign a policy to a team, go to the "People & Teams" section and click the tab "Teams". Then select the team you want to assign the policy to and click on "Team Settings".
In settings, select a policy from the "Approval policy" dropdown menu and click "Save".
⚠️ Please note that a team policy overwrites a default policy when the request is made from the selected team.
The "Requests" tab
All requests and invoices that need approval show up in the tab "Requests".
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.