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Approving Submissions

Once the required information has been added to the submission, the submission must be sent for approval via the approval workflow and subsequently approved. The approval workflow is customized by your system administrator and contains a set of configurable steps and transitions through which a submission progresses during its approval life-cycle. Workflows can be different for each company code and may contain different validations or conditions that are triggered as you transition submissions. For example, workflows can be configured to update exchange rates or require additional steps of approval for larger budget amounts.

Each workflow step is mapped to a submission status, and therefore transitioning to a new step also updates the status of the submission. You can view the submission status in the Status field on the General Info card, while the current workflow step is highlighted on the Workflow tab of the submission.

After entering all required information, you must send the submission for approval, transitioning the status from "Draft" either straight to approved or to the next level of approval (depending on your workflow configuration).

From Draft status, the following transitions may be available based on your configuration:

Submitting the submission to the next level of approval (Submitted status).
Final approval of the submission (Approved status).
Rejecting the submission (Rejected status).
Sending the submission back to be reworked (Rework status).

The users with access to transition and approve the submission are defined in the workflow configuration. Contact your system administrator for more information.

Users who have been added as participants receive a notification by default when the submission is transitioned.

Tip: If you want the approver to receive a notification when the submission is sent for approval, add the user as a participant before updating the workflow status.

To transition the workflow status:

Click Main Menu > Submissions.
Open the required submission.
At the top right of the page, select the required transition in the workflow drop-down to change the status.
Note: If the workflow transition displays submission amount totals and limits, the amounts may be converted using the rate type defined in the workflow (which may differ from the rate type currently used in the submission).