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Using a group to set an approval limit

Modified on Mon, 17 Apr 2023 at 02:28 PM

This article provides details about how user approval limits are managed in Aico.

These are different to the number of approvers required for a document because here we are concerned with individual end users being given the right to approve a document up to a certain value.

Setting up approval limits

Approval limits are set up in several areas. On the document template, you can set a default limit which all approvers are given by default. That, for example, by default, all approvers can approve up to 75,000 GPB and Euros and 90,000 USD.

In the Groups tab, create a group (1) which will be the default group for all users and set the amounts by currency.

Assign that default group to the document template for the approvers 1, 2 or 3.

Add a header field called Approval Limit "approvalLimit" to the document template and use a formula to determine the header you want it to check for example =documentAmount or =ROWSUM("debit").

Note that the approval limits set up are hardcoded to use the currency set in the "currencyCode" header. It is not currently configurable to consider a currency from another named header.

Next, create more approver limit groups which you want to assign to different users, for example, Approvals up to 100,000.

Assign the higher groups to individual users.

In this example, all users have the default 75,000, however, for journals above 75,000 (up to 100,000) a specific user will be able to approve these, and all other users will be removed from the list of possible approvers.

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