Approval flows
Rules read top to bottom: create, order, switch on or off and delete the rules that decide who approves.
Approval flows decide who has to approve a request. Open SETUPApproval flows. "Read top to bottom: the first enabled rule that matches decides who signs off."
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Flexshop›Approval flowsLine DahlAdminLD
SETUP
Approval flows
Read top to bottom: the first enabled rule that matches decides who signs off.
Try itA request forkr 5,990inPhonesfromMaja Holmin groupSales
with a free Storefront itemwith a product bought before
1
Auto-approve small items
Value is under kr 1,500
Auto-approve
41% caughtEdit2
Phones and laptops
Item is in Phones or Laptops
Supporter → Manager
37% caughtEdit3
Standard requests
Any request, the catch-all
Supporter
22% caughtEdit+ New rule
Who each role resolves to
Auto-approveNobody, the request goes straight through
SupporterEveryone holding the Flexshop supporter role
ManagerThe approver named on the requester's group
FinanceEveryone holding the Flexshop finance role
Shop adminEveryone holding the Flexshop admin role
How the Manager step resolves
1
The employee's line manager
Needs an HCM connection
2
The approver named on their group
Set in Budgets
3
If neither resolves
Fallback approver: Line Dahl
How a rule works
A rule has a name, a trigger and a chain of steps. When a request is sent, Flexshop goes down the list and uses the first enabled rule whose trigger matches.
| Trigger (Fires when) | Matches |
|---|---|
| Any request | Everything. Shown as "Any request, the catch-all". Put it last. |
| Value is over an amount | A request whose total is the amount or more ("Value is {amount} or more"). |
| Value is under an amount | A request whose total is under the amount. |
| Item is in a category | A request with an item in one of the chosen categories. |
The steps run in order. Each step is one of: Auto-approve (nobody is asked), Supporter, Manager, Finance or Shop admin. See Who approves: roles and the Manager step.
- If no enabled rule matches, a Supporter decides. Without a catch-all the page warns: "No enabled rule matches every request. Anything the rules above miss goes to a Supporter."
- A request over budget always gets an extra Finance step.
- A request with a free Storefront item, or with a Bought before item, never passes an amount rule by auto-approval; it falls through to the next rule. A second-hand line is exempt from this.
- Flexshop never plans a step that only the requester could take.
Create or change a rule
- Press New rule, or Edit on a rule.
- Type the Rule name. Names must be unique.
- Under Fires when, choose the trigger, and the Amount or categories it needs.
- Under Then it goes to, in order, press Add a step for each step. Auto-approve must stand alone.
- Press Save the rule. "Saving re-runs the tester above. Existing requests keep the chain they started with."
Order, switch off and delete
- Move up and Move down change the order.
- The switch on each card turns a rule on or off without deleting it.
- Delete the rule asks: "Delete this rule? Requests already in flight keep the chain they started with."
- "{share}% caught" beside each rule is how much of the last 90 days it caught.
The seeded rules
A new workspace starts with three rules. Their names are not translated, so they show in English in every language:
- Auto-approve small items: value under 1,500, Auto-approve.
- Phones and laptops: item in Phones or Laptops, Supporter then Manager.
- Standard requests: any request, Supporter.
When saving is refused
- "Auto-approve cannot share a rule with another step. Use it on its own, or remove it."
- "That name is already used by another rule. Choose a different one."
- "Someone else saved this rule while you were editing it. Reload to see their version."
Test your rules before you rely on them: Test your rules with Try it.
Who can do thisApplication Administrator