How to add an authorization flow?
With an authorization flow you choose one approver or a combination of approvers who can approve transactions in Klippa. An authorization flow can be triggered in various ways:
Automatically when saving a transaction through a business rule, read in this article how to set up business rules for your expense process and in this article how to do this for your invoice process.
Manually by a user with a Finance role, read in this article how to do that.
Note: adding an authorization flow is only possible for a user with admin rights.
Make sure you are logged into the Klippa Web App as a user with "admin" rights.
In the left menu, navigate to Settings and then Company. You are now in the company account settings.
Then click on Company settings / Authorization flows and click the Add button at the top right.
Then fill in the following fields:
Tip: Are you adding the authorization flow to a business rule? Then describe who is approving, for example: "Approval Steven Hogendijk and Tessa Rover"
Tip: Are you selecting the authorization flow manually? Describe clearly for the Finance users when the flow should be selected, for example: "IT costs: Steven Hogendijk and Tessa Rover".
Description: choose a clear description indicating who approves.
Document type: choose the document type for which you want to use the authorization flow. If you want to be able to use the flow for both invoices and expenses, choose "All".
Active: choose active if you want to be able to select the authorization flow in transactions and business rules.
Approvers: select one or more approvers that are part of the authorization flow.
Fixed Approval Order: Select this option to have the approval run in the selected order. You can change the order by dragging the names.
Note: Only users with an expense manager or invoice approver role can be selected as approvers.
Note: without a fixed approval order, the transaction will be presented for approval simultaneously to all approvers once the authorization flow has been triggered.
Required amount of approvers: if the order is not fixed, you can adjust the number of approvers, so that only that once that number of approvers is needed. If you choose "2" in an authorization flow with three approvers, the status changes to "approved" after two approvals.
Finally click on add to add the authorization flow.
Tip: make sure that the description reflects the number of approvers required, for example: "Approval Steven Hogendijk, Tessa Rover, Henk Zijlstra (2/3)."
Automatically when saving a transaction through a business rule, read in this article how to set up business rules for your expense process and in this article how to do this for your invoice process.
Manually by a user with a Finance role, read in this article how to do that.
Note: adding an authorization flow is only possible for a user with admin rights.
Make sure you are logged into the Klippa Web App as a user with "admin" rights.
In the left menu, navigate to Settings and then Company. You are now in the company account settings.
Then click on Company settings / Authorization flows and click the Add button at the top right.
Then fill in the following fields:
Tip: Are you adding the authorization flow to a business rule? Then describe who is approving, for example: "Approval Steven Hogendijk and Tessa Rover"
Tip: Are you selecting the authorization flow manually? Describe clearly for the Finance users when the flow should be selected, for example: "IT costs: Steven Hogendijk and Tessa Rover".
Description: choose a clear description indicating who approves.
Document type: choose the document type for which you want to use the authorization flow. If you want to be able to use the flow for both invoices and expenses, choose "All".
Active: choose active if you want to be able to select the authorization flow in transactions and business rules.
Approvers: select one or more approvers that are part of the authorization flow.
Fixed Approval Order: Select this option to have the approval run in the selected order. You can change the order by dragging the names.
Note: Only users with an expense manager or invoice approver role can be selected as approvers.
Note: without a fixed approval order, the transaction will be presented for approval simultaneously to all approvers once the authorization flow has been triggered.
Required amount of approvers: if the order is not fixed, you can adjust the number of approvers, so that only that once that number of approvers is needed. If you choose "2" in an authorization flow with three approvers, the status changes to "approved" after two approvals.
Finally click on add to add the authorization flow.
Tip: make sure that the description reflects the number of approvers required, for example: "Approval Steven Hogendijk, Tessa Rover, Henk Zijlstra (2/3)."
Updated on: 15/04/2024
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