Approver Setup for Expense Management
In order to have workflows that involve approving documents, you need to set up approvers. This is done on the Continia User Setup page, where you also define a number of settings for the approver, such as approval limit and whether the approver is allowed to edit approved documents.
Setting up approvers
To create an approver for Expense Management, follow these steps:
- Choose the
icon, enter Continia User Setup, and choose the related link. - On the action bar, select New, and fill in the fields as described in the following table.
| Field | Description |
|---|---|
| Continia User ID | Choose a user type, which is approver in this case. All approvers must be Business Central users, and you can find a list of them by using the lookup button in the field. |
| Name | This field is automatically filled in when you type the user's email address, which is used for welcome emails and email notifications. |
| Approval Administrator | Enable this option if you want the user to be able to force approve documents. When enabled, the user can reopen, edit and force approve a document so it doesn't have to go through the approval flow. |
| Approval Client | Here you choose the client for approving expense documents. If you choose the Continia Web Approval Portal, the user can approve using Business Central as well as the Continia Web Approval Portal. |
| Can Edit Approved Documents | Enable this option if you want the user to be able to edit documents that have already been approved. Note that users with this option enabled can't edit anything related to the amount on an expense document. To edit an amount on an approved expense document, users have to go through the normal approval process again. |
| Expense Amount Approval Limit | This field is for users who are only allowed to approve amounts up to a certain limit. After approval by a user with an approval limit, documents with amounts over the limit will be sent to an additional user with either a higher approval limit or unlimited approval. |
| Unlimited Expense Approval | Documents from a user with unlimited approval automatically get the approved status. This option must be enabled for at least one approver. |
Exporting users
The final step of setting up approvers is to export them: On the action bar, select Export Users. This will generate and send welcome emails to newly created approvers. These emails contain a link to activating their approver role and creating a password as well as links to downloading the Expense App and the Expense Portal.
Note
You also have the option of signing in with your Microsoft 365 credentials, so creating a password isn't necessary.