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Create an approval template

Task
Module
Administration
Menu path
Yönetim › Onay Süreci › Onay Şablonları (Administration › Approval Process › Approval Templates)
Screen route
/erp/approvals/templates
Required permission
erp-approval-templates.create
Prerequisites
  • The approving roles or users hold the document type's approval permission (e.g. erp-sales-quotations.approve for Sales Quotation).
  • If an amount condition is used, the currency is one of the installation's currencies.

An approval template states under which condition a document type goes through which approvers. The template applies to documents submitted for approval after it is saved; approval rounds running at that moment are not affected.

Steps​

  1. Open the Yönetim › Onay Süreci › Onay Şablonları (Administration › Approval Process › Approval Templates) screen and click Yeni Şablon (New Template). If you are creating a template for a single document type, Şablon Ekle (Add Template) on that type's card works too.
    Open screen/erp/approvals/templatesExpected: The Yeni Onay Şablonu (New Approval Template) dialog; Özet (Summary) and Akış (Flow) on the right
    Approval Templates — coverage cards and template table
    1. 1New Template
    2. 2Document type card — does the type go through approval
    3. 3Condition — amount range / discount threshold
    4. 4Stages are asked in order
    5. 5Active / Inactive
  2. Select the Belge Türü (Document Type). The selection determines the condition options and approver lists; it cannot be changed after saving.
    SelectBelge TürüValue: Satış Teklifi
  3. Enter the Şablon Adı (Template Name).
    EnterŞablon AdıValue: Satış teklifi — iskonto %15 ve üzeri
  4. In the Hangi belgeler (Which documents) section, set the condition. For a quotation, check Yalnız iskontosu belirli bir oranı aşan belgeler (Only documents whose discount exceeds a given rate) and enter the İskonto eşiği (%) (Discount threshold, %). For an amount condition, select Genel toplam aralıktaysa (If the grand total is within a range) and enter the Para Birimi (Currency) and the lower/upper limit (empty upper limit = and above).
    Enterİskonto eşiği (%)Value: 15
  5. Name stage 1; in Kim onaylar (Who approves), select the role with Bir rol (A role) (or the people with Belirli kişiler (Specific people)). The Karar kuralı (Decision rule) defaults to '1 onay gerekli, 1 ret belgeyi reddeder' (1 approval required, 1 rejection rejects the document).
    SelectOnaylayacak rolValue: Satış Müdürü
  6. If you want the stage to escalate when left unanswered, enter the hours and the higher approver role in the Cevapsız kalırsa (If unanswered) row.
    EnterKaç saat sonraValue: 24
  7. For a second signature, click Aşama Ekle (Add Stage) and fill in the same fields. You can change the order of the stages with the arrows.
    ClickAşama Ekle
  8. Read the Özet (Summary) sentence and the Akış (Flow) on the right, then click Oluştur (Create).
    ClickOluştur
    New Approval Template — condition, stages, summary and flow
    1. 1Document Type — fixed after creation
    2. 2Condition — discount threshold
    3. 3Stage 1 — role or named users, decision rule
    4. 4If unanswered — hours and escalation role
    5. 5Add Stage (max 10)
    6. 6Summary — the rule as a sentence
    7. 7Flow preview
Result
The template is saved as active and appears in the table; the document type's card reads 'N etkin şablon — onaydan geçer' (N active templates — goes through approval). The submit button of documents matching the condition is now Onaya Gönder (Submit for Approval).

What you need to know​

  • A role without the approval permission is marked "— onay izni yok" (— no approval permission) in the list; if selected, the template is not saved. The people list shows only those who hold the approval permission.
  • The amount condition has no currency conversion: the template applies only to documents in the selected currency. An amount equal to the limits also matches the template.
  • If several active templates match the same document, the stages of all of them are added to the round in sequence (from the smallest lower limit to the largest).
  • To pause a template temporarily, edit it and turn off the Etkin (Active) switch; deleting does not affect past rounds either.
  • The person who submits the document for approval cannot approve it. Do not set up a stage whose only approver is the sender.