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Approval paths define the user or users who are responsible for approving items and the approval sequence. They are assigned to users in user profiles.
You can create as many custom approval paths as your organization requires, or use or edit the default approval paths.
If an approver is only required to approve a certain type of time off, you can set up a time off type-specific approval path.
Refer to Setting up approvals and How approvals work for more information.
To add a new approval path:
If you can't see one of these paths, check that it's enabled in your administrator permission set.
You can now assign the approval path to users in their user profiles.
Depending on what product you're using, you may have a couple of options when choosing who to assign to an approval path to carry out approvals.
There are three possible options, as outlined in the table below.
Named supervisor approval |
With this option, you select a specific supervisor by name to approve items. Selecting a named approverTo name a specific approval, select Supervisors when setting up an approval path and choose the name of the specific supervisor. What products include this feature?This option is not included in the Quick Start product feature set. |
Role-based approval |
With this option, you don't name a specific individual to approve items; Instead, the individual who holds the selected role for the item's owner approves their items. You may be able to assign the supervisor, project manager, or client representative to act as the approver, depending on the product you're using and the type of approval path. If you're assigning a project manager or client representative, only timesheet or expense data related to projects the approver is associated with will be sent to that approver. Why would you use this option rather than a named supervisor?If you're assigning a supervisor approver, the advantage of this type of approval is that it allows a single path to be assigned to employees with different supervisors, and can make system maintenance easier when supervisors change. Selecting a role-based approverTo set up role-based approval, select Roles when setting up an approval path, and then select a role. ![]() What products include this feature?Project manager approval of expenses and timesheets is currently available in legacy products and in Expense Plus. We are working on adding timesheet approval to the Plus and Enterprise products.
Client representative approval of timesheets is available in legacy products. We're working on adding support for this option to TimeBill Plus and Professional Services Automation. |
Timesheet approval based on conditional rules |
With this option, whether and when a supervisor needs to approve a timesheet is based on specific conditions defined in a rule. There are currently three default rules available:
Refer to Setting up conditional approval rules for more information. Selecting a conditional approval ruleTo use a conditional rule that determines if approval is required, select Conditional Approval Rules when setting up an approval path and select the name of a rule. What products include this feature?This option is only available to enterprise-level customers using the new product suite, and currently only applies to timesheet approval paths. |
If an approver is only required to approve a certain type of time off, you can set up a time off approval path that will only send them bookings of that type to approve.
For example:
To add a time off type specific path:
A row for the path will display under the default path.
If you assign no approvers to any path defined within a time off approval path, approval for that path will be skipped. So, if you have a time off type that doesn’t require approval, you could set up a time off specific path for a type and assign no approvers to it.
This applies to the default path, as well. So, if only one or two types of bookings need approval and the rest don’t, you can create time off type-specific paths for the types that need approval, and leave the default path blank.