Transaction approval

Transaction approval allows you to verify and approve transactions initiated by users within the Kladana workspace. Approvals available for such transactions as Purchase Order, Sales Order, Receiving and Stock Adjustment.

• Set up approvals
  • Set up transaction approval permissions for an employee
  • Set up notification preferences
• Approval notifications

Set up approvals

Step 1. Set up transaction approval permissions for an employee

1. In the Kladana workspace, select Settings → Employees and click Add Employee.
2. In the Employee card, choose User roles and click Setup permissions for users.
3. You can give individual access rights or create a Role with specific permissions.
4. Navigate to the section in the left menu, then specify approval permissions by selecting the Approve checkboxes.
5. Click Save settings.
6. Add all users and give them individual access permissions or assign specific roles to each.

Step 2. Set up notification preferences

If you are a manager and prefer to receive notifications only on Sales Orders and Sales Invoices do the following:

1. In the Kladana workspace, select Settings → Employees → your account.
2. In the user card, go to the Notifications section. Use checkboxes to indicate the transactions for which you wish to receive notifications and specify your preferred notification delivery method.

If you are a User or a manager, you can create workflows. It is a more flexible and convenient tool as it enables you to customize messages and obtain more valuable information.

1. In the Kladana workspace, click on the user icon and select Settings → Workflows.
2. Click +Workflow.
3. Select New Workflow. The workflow template will be available soon.
4. Specify the workflow name. For example, Purchase Order Notification.
5. Make sure that the Active checkbox is unchecked.
6. Specify the following workflow settings:
   • Object — specify the transaction.
   • Event — Created.
   • What should be done? — Send notification → Employee.
     • Title of message — specify the subject of an email. For example, New Transaction to Approve.
     • Message — add the text you want to see in the email message. You may also customize it with variables {DOCUMENT_NAME} and {OPERATION_DATE}.
     • Click Add action and select the other action if necessary.
   • When the flow should be started? — Right after the event happens.
7. Click Save.

Approval notifications

As a manager, you have the option to enable automatic notifications to be sent to the submitter. This way, the employee will receive updates on the status of their request, indicating whether it has been approved or rejected.

1. Create the following statuses: To be approved, Approved, Rejected.
2. Create a workflow to send notifications based on the transaction status.