This guide will walk you through the process of configuring a new approval rule for expenses in ITILITE, ensuring your expense reports follow the correct authorization process.
Table of Contents
Step-by-step Guide
Follow these steps to configure a new approval rule:
- First, navigate to the Approval Flow settings page by going to Settings → Expense → Approval Flow. Then, click on the Create New Rule button to begin configuring your new approval workflow.
- Enter a clear and descriptive title for your approval rule in the Rule Title field. If this rule is not intended for all employees, turn off the Employee Group toggle to allow for specific configurations.
- Select Total Report as the Rule Type. This allows the rule to trigger based on the total amount of the expense report. Then, enter a value in the Min Amount field to set the minimum threshold for this approval rule.
- Enter the maximum amount for which this approval rule should apply in the Max Amount field. Next, select the approver(s) for this rule using the Approval Sequence field.
- Select an approver from the dropdown list. Finally, click the Create rule button to save and activate your new approval rule.
Pro-Tips & Guardrails
NOTE: Employee parameters such as Department, Business Unit, Entity, or Level are only visible and selectable if your users have been mapped to these attributes in the **Settings → General → Users** section.
PRO-TIP: Each approval rule has a **Priority**. When multiple rules could apply to a single expense report, the system evaluates them in order of their priority. Rules with a lower number (e.g., Priority 1) are evaluated first.
PRO-TIP: Any changes made to approval rules will affect **future submissions** of expense reports. Reports that are already in the approval process will continue to follow the rules that were active at the time of their submission, unless they are withdrawn and re-submitted.
Verification & FAQs
After successfully creating your rule, you will see a confirmation message on your screen, and the new rule will immediately appear in your Approval Flow rules list.
A: The Rule Title is an internal label that helps you identify the approval rule on the Approval Flow page. It should be clear and descriptive for easy management.
Q: How do Employee Parameters work?
A: Employee Parameters (like Department, Business Unit, Entity, or Level) allow you to limit an approval rule to specific groups of employees. If the "Employee Group" toggle is off, you can add these parameters to define who the rule applies to, provided users are mapped to these attributes.
Q: What are the different Rule Types?
A: ITILITE offers three main Rule Types:
- Default: Applies to all expense reports for the scoped employees.
- Outside Policy: Triggers only when an expense report contains at least one "Out of Policy" expense.
- Total Report: Evaluates the rule based on the total amount of the expense report, often used for high-value approvals.
Q: How do Min Amount and Max Amount fields work?
A: These optional fields define the amount range for which a rule applies. If only **Min Amount** is set, the rule applies to reports with a total amount greater than or equal to that minimum. If both are set, the rule applies only when the total report value falls within the inclusive thresholds.
Q: Can I set up multi-level approvals?
A: Yes, approval rules support multi-level approval sequences. You can define multiple approver steps (e.g., Approver Sequence 1, Approver Sequence 2) and even set different amount ranges for each sequence, so certain approvers only become involved above specific thresholds.
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