Organization – approval flow

This guide walks you through configuring expense approval workflows in ITILITE. As an administrator, you can define who approves which expense reports, under what conditions, and in what sequence.

Table of Contents

• Prerequisites
• Step-by-Step Guide
• Pro-Tips & Guardrails
• Verification & FAQs

Prerequisites

To proceed, you need:

• Administrator access to ITILITE.
• Users mapped to relevant departments, entities, or levels under Settings > General > Users if you plan to use employee parameters for rules.
• Approvers assigned to employees under Settings > General > Users to select them in approval sequences.

Step-by-Step Guide

Follow these steps to configure approval rules:

• From your ITILITE dashboard, navigate to Organization in the sidebar, then click Settings. Within Settings, select the Expense tab, and then click on Approval Flow.

• To create a new approval rule, click the Create New Rule button.

• In the rule configuration form, enter a descriptive Rule Title. This title is for internal administrative reference only and is not visible to end-users.

• Define the Policy Level(Employee Scope) for the rule: 
  • By default, the All Employee toggle is ON, meaning the rule applies to all employees.
  • To limit the rule to specific groups, turn OFF the All Employee toggle. Then, click Add Employee Parameter to select specific Business Units, Entities, or Departments. You can click Add More to specify sub-units within a selected parameter.

• Choose a Rule Typeto determine when this rule triggers: 
  • Default: Applies to all expense reports within the defined employee scope.
  • Outside Policy: Triggers only when an expense report contains at least one expense marked as "Out of Policy."
  • Total Report: Applies based on the total monetary value of the expense report.

• If you selected Total Report or need amount-based conditions, specify the Min Amount and Max Amount. The rule will apply only if the total report amount falls within this range. For example, to apply a rule for reports exceeding $1,000, set Min Amount to 1,000 and Max Amount to 999,999 (default).

• Define the Approval Sequence: 
  • Select the approver(s) who will receive the report for approval. You can configure multiple approval sequences for multi-level approvals.
  • Each sequence can have its own amount range, allowing different approvers to be involved based on the report value.
  • Set the Priority for the rule. Rules with a higher priority (lower number) are evaluated first.

• After configuring all details, click Create Rule (or Save if editing an existing rule) to activate the workflow.

• You can also view and modify existing approval rules by clicking the Edit button next to any rule in the list.

• The Edit Approval Flow page allows you to review and adjust all configuration parameters for an existing rule.

Pro-Tips & Guardrails

Verification & FAQs

After saving an approval rule, you should see a success message, and the new or updated rule will appear in the list on the Approval Flow page.