I currently have a custom workflow. One of the steps is related to limit approval so when an invoice approver exceeds his/her limit, the invoice gets routed to his/her manager. If the manager approves it, even if it exceeds their approval threshold, it is proceeding to the next step. How do i add multiple levels where if a manager exceeds his/her limit the same rule is applied and it goes to the next manager. I would need 3 levels as that would never be exceeded. Here is my current workflow:
Thank you
Aryeh
Hi @Aryeh2b ,
As per my understanding you are looking for limit based approval workflow. I would suggest to use cost object approval workflow where you can define approver wise limit.
Follow below steps:
1. Copy default workflow and add cost object approver step into it. On 1st page of workflow under Cost Object Hierarchy Type: select Limit.
Once it is added, workflow steps will look as below:
2. Define feature hierarchy - you can select source list as per your requirement. Meaning, if you want to define approvers based on department/project then you can select org structure under source list. as shown below:
3. Once feature hierarchy is configured, org hierarchy will appear under workflow, cost object approver list where you can define your limit wise approvers as show below:
Here, each department (lower node) has same limit $15000, above that function has $25000 limit, company code has $35000 limit.
How it works:
Let's say you are creating invoice with 2 line items as below:
Scenario 1:
line 1: audit expense - department 400013 - $ 10000
Line 2: bank fees expense - department 400013 - $2000
Invoice Total = $12000
Workflow - in this case since invoice total (department 400013 total) is within limit that is within $15000, your invoice will go to Approver1's approver only. Here Approver 1 can approve invoices upto $15000.
Scenario 2:
line 1: audit expense - department 400013 - $ 10000
Line 2: bank fees expense - department 400013 - $10000
Invoice Total = $20000
Workflow - in this case since invoice total (department 400013 total) is exceeding $15000, your invoice will go to 1st Approver1's approval and then it will go for upper node approver that is approver defined under Operations who has limit up to $25000. So, approver can approve any invoice greater than $15000 and less or equal $25000 limit.
Note - in cost object approval workflow, system will always look for allocation or line item level total. If invoice is allocated to multiple cost objects then based on cost object total amount it will go to the respective cost object approver.
Another way:
Lets say you want to define all 3 approvers at department level only. Then you can also define it as shown below where each approver will have different limit. and they can approver invoice which are under their authorization limit. It will work same as explained above.
Thank you - see attached. It is working now in terms of if it exceeds the threshold set for the employee it goes to that employee's manager, I just Can't get that step to repeat multiple times until it doesn't exceed the threshold. See steps below.
HERE ARE THE STEP RULES SUMMARY VIEW
DETAILS OF THE "EXCEED APPROVAL LIMIT" STEP: Issue is it only runs once vs repeating until it is true....i.e if invoice is 50K and first approver has 1K limit and his manager is 10K, the rule works to forward, but when the 10K manager approves, the rule doesn't repeat to get to that employee's manager until it reaches an approver with a 50K allowance.
Hi @jps ,
As per my testing and observations, system always picks up 1st approver defined in the approver list. I know from your question is coming from. I remember, somewhere I have red In the workflow document that system always pick random approver from the list. But, till date I have never seen this happening while working on my projects.
Also, in below article same has been mentioned.
