Approvals & Workflows
Slow approvals
There are essentially two ways to approve a document in Zahara, either from the website or from a link set in an approval email. If you are finding the approval process to be slow when approving from an email link, then it’s likely being caused by ...
Approval FAQ's
How can I tell if something is approved You will see a green icon if a document has gone into a workflow and been approved What does a grey approval icon mean This means a document hasn't actually gone into a workflow. You can set Default approval ...
Mandatory comments when rejecting a PO or Invoice
You can ensure that your team is reasonably informed of why a PO or Invoice has been rejected. Using our "Mandatory approval rejection comment" feature available in Business>Settings>Workflow. You can make it mandatory that a user must provide a ...
An approver has left - what do I do ?
Ok, so an approver has left gainful employment with you, and they have 20 documents waiting for their approval. What to do? Here's our advice. Change their password in Tenancy > Admin and get the new employee to login as them or you login and ...
Invoice approval icon is flashing amber after Ad hoc approval
When you send an invoice out for approval via the Ad hoc method, you are asked to "Choose the Outcome". If you select "Treat as complete", it will mark the invoice as approved after it has completed. If you do not select this checkbox, the Approval ...
Approvals Videos - Tutorials
Invoice approvals: setting up approvals Approvals in action
Custom Buttons
Custom Buttons You can create a custom approval button. Head to Business >Settings > Custom Buttons. Watch this video for a full explanation With Custom Buttons you can create an approval button of your own label. The outcome will be to approve or ...
Understanding Workflows & Approvals
Understanding approvals Approvals sit at the Division level and Divisions are designed to be flexible, but are really the natural groupings of people in your organisation. If you are a typical business with Marketing, Sales, HR then the Divisions ...
Approval Email Templates
Business Settings > Templates The wording of your Emails including the approval email is edited in the Approval template as shown below. You can change the wording and drop in any placeholders you need from the Format menu. The Approve and Reject ...
Group approvals
Group Approvals – With approvals you usually want somebody to take ownership and to take action. Group Approvals are for those who have a team of people where anyone in the team can approve. Perhaps its a project team or a flat authority. You can ...
Send the buyer a copy of the PO
How to send a copy of the PO to the buyer We get asked this question a lot so here are the options you have. First off there are 3 ways to send a PO to the supplier: Send as a workflow step Send from within the order using the send email icon ...
Absence Settings
Set a delegate while you are away If you are an approver and you will be away for an extended period of time, you or your tenancy admins can set a delegate to under take the approvals while you are away. Once set, the delegate will receive approval ...
Automatic Workflows
Business > Divisions > Edit Division > Workflow Tab You can start a workflow automatically based on the condition you set You will find the setting in the Division and then editing a Workflow Firstly switch it to On. Then set your condition as ...
Selecting workflows from a list
By default, the user wouldn't choose a workflow. They will have the approval process pre-set for them. However, by providing them with the Admin role, the approval list will be accessible. If you want the users to be able to choose a workflow from ...
Batch Approvals
Dashboard > Approver An approver can login and see all of the Orders waiting for approval as shown below. They can multiple select and batch Approve or Reject or click against individual PO Numbers to see the full Narrative. Once Approved or ...
Approval Delegate
Approval Delegate With this feature we are answering the question “Can I stop someone approving their own purchases”. Example, you want to prevent the CEO from raising a purchase request for $500K and approving it themselves. To do this you enable ...
Adhoc invoice approvals
What are Ad Hoc Approvals? In Zahara you can create as many pre-determined Approval processes as you need – for purchases and for invoices. These rely on logic to determine who the approver is or indeed if the Purchase or Invoice needs to go for ...
Unexpected approval email behaviour
Unexpected Auto Approval of Invoices/PO’s through email We have reports of invoices and purchase orders being auto approved when the approval email gets sent out to the users. This then stops the user from clicking the link as its already been done ...