How do I set up or manage a multi-person authorisation workflow?

This article covers authorisation workflows in iplicit that send a document to more than one approver (sometimes called two-person, multi-person or multi-level approval). It also covers adding a temporary stand-in approver (sometimes called a deputy or cover approver) to an authorisation workflow step. The example uses a Purchase Order (PO), but the same rules work on any document type with an authorisation workflow.

Example multi-person authorisation workflow for a Purchase Order

This example uses three roles: a Warehouse Worker who raises the PO, a Warehouse Manager who approves first and an Owner who gives final approval. The authorisation workflow applies different rules based on the PO's value and whether it has an attachment:

• No attachment: the PO is rejected, and the person who submitted it receives an email saying the in-house order sheet must be attached
• Attachment and under £10: the PO is approved automatically
• Attachment and between £10 and £499.99: the PO goes to the Warehouse Manager
• Attachment and £500 or more: the PO goes to the Warehouse Manager first, then to the Owner for final approval.

Adding a temporary stand-in approver to an authorisation workflow step

If the usual approver on an authorisation workflow step is away, add a stand-in approver alongside them. For example, someone could cover the Owner on the £500-and-above step. You don't need to remove the usual approver.

1. Open the authorisation workflow and select 'Revision' – this creates a new numbered version of the workflow, so the current version isn't changed
2. Select the approval step the usual approver is assigned to
3. In the 'Send to' window, search for the stand-in approver, for example 'Showroom Manager'
4. Tick the stand-in approver, then select the arrow button to move them into the 'Selected' list
5. Select 'Apply'.

Once both people are listed on the authorisation workflow step, either one can approve it.

Removing a stand-in approver from an authorisation workflow step

When the usual approver returns, select 'Revision' on the authorisation workflow again. Open the same approval step, remove the stand-in approver from the 'Selected' list and select 'Apply'.