Setting up the right approval flows is key to efficient expense management, and ITILITE makes it straightforward to map approvers to your users. This guide will walk you through assigning approvers, ensuring every expense report follows a structured workflow.
Table of Contents
Step-by-Step Guide
Follow these steps to map approvers for your users:
- From your ITILITE dashboard, navigate to the Sidebar Navigation Menu. Expand Organization, then click on Settings, and finally select Users to view your list of employees.
- Locate the employee for whom you want to map an approver. Click the ... (Actions) button next to their name to reveal a menu, then select Edit details to open their user profile settings.
- In the user's profile, scroll down to the approver section. You will find fields such as Travel approver 1. Use the dropdown menu to select the desired approver from your existing ITILITE users. You can assign multiple approvers (e.g., Approver 1, Approver 2) if your company uses multi-level approvals.
- Once you have selected the approver(s), click the Save button at the bottom of the page to apply the changes to the user's profile. This action successfully maps the chosen approver(s) to the user.
Pro-Tips & Guardrails
NOTE: The email ID you select for an approver must belong to an existing user within your ITILITE organization. If the intended approver is not yet a user, please add them to the system first before attempting to map them.
PRO-TIP: For mapping approvers for a large number of users, consider using the bulk user upload feature. This allows you to include approver columns in your upload file, streamlining the process significantly.
PRO-TIP: When configuring Approval Flow rules under Settings → Expense → Approval Flow, you can leverage these user-level mappings by choosing an Approver Sequence (e.g., 1, 2). Alternatively, for specific scenarios, you can directly specify an approver's email in the rule, bypassing the user's mapped sequence.
NOTE: Changes to a user's mapped approvers will apply to newly submitted reports. Any expense reports already in an approval workflow will continue to follow the approver chain that was calculated at the time of their submission.
Verification & FAQs
After clicking Save, you will see a confirmation message, such as "User updated successfully" or "Approver mapped," indicating that the changes have been applied. You can verify the mapping by revisiting the user's profile or checking the user list for updated details.
A: The system requires that any individual assigned as an approver must already be an active user in your ITILITE organization. If they are not, you will need to add them as a user first before you can map them as an approver. You can find guidance on adding users in our "How to Create Users and Define Roles" article.
Q: Can I map multiple approvers for a single user?
A: Yes, ITILITE supports multi-level approvals. In a user's profile, you can assign multiple approvers (e.g., Approver 1, Approver 2, and so on) depending on your company's approval hierarchy. These sequential approvers will then be used in your Approval Flow rules.
Q: How do these mapped approvers interact with Expense Approval Flow rules?
A: The approvers you map at the user level are primarily used by Approval Flow rules through Approver Sequences. When you set up a rule, selecting "Approver Sequence 1" will refer to the first approver mapped in the user's profile, "Approver Sequence 2" to the second, and so on. This allows for dynamic approval chains based on individual user mappings.
Q: Is there a way to map approvers for many users at once?
A: Absolutely! For efficiency, ITILITE allows you to map approvers at scale using the bulk user upload feature. When preparing your user upload file, simply include the relevant approver columns, and the system will automatically map them during the upload process, subject to validation.
Q: What happens if I leave the approver field blank for a user?
A: If the approver field is left blank for a user in contexts where self-approval is permitted by your company's policy, the system may designate that user as a self-approver. This means they would be able to approve their own transactions. However, if any explicit approver is specified, self-approval will not apply.
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