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- Approval Management System
- Who it's for
- Multi-unit operations
Multi-unit operations
Operations groups often share an approval team while keeping responsibility within separate business units. The same type of request can arrive from different locations with a different owner and policy context. The request's organization and route help Approval Coordinator explain where the work belongs before the assigned person makes a decision.
How Approval Management System is set up for you
Business unit context
Maintain the organization's code, location, time zone and currency with its active state. Agree how those values are used when preparing request amounts and reviewing due dates.
Eligible people
Link staff to the correct organization and check their active state. Confirm the people-to-account mapping before giving personal queues to request owners and approvers.
Effective routes
Maintain the route's organization, effective dates and policy reference. Use the version retained on the request when discussing an earlier review, even if current policy has changed.
Visible exceptions
Approval Coordinator reviews overdue requests and expired delegation. Assign follow-up to the person who can resolve the local question and keep the outcome connected to the request.
Operations groups often share an approval team while keeping responsibility within separate business units. The same type of request can arrive from different locations with a different owner and policy context. The request's organization and route help Approval Coordinator explain where the work belongs before the assigned person makes a decision.
Pilot a request type across a small set of participating business units with known policies. Use a request from each unit to test route selection and the assigned approver. Agree a common interpretation of request amounts before comparing results, and avoid combining amounts expressed in different organizational currencies.
Rehearse a person trying to inspect a request outside their permitted scope. Confirm the agreed access behavior with ordinary accounts before opening broader use. Then change the policy for a future request and compare its route context with an earlier approved case. The coordinator should be able to explain each decision without rewriting the earlier request's history.
Keep the first execution connection narrow. Inspect its operation key and destination receipt before expanding the same pattern to other units. Use recorded outcomes to decide which handoff needs more attention.
[Review access](/approval-management-system/roles) and [prepare source records](/approval-management-system/data-model).
Features to start with
Roles on the team
- Admin
- Maintains business units, staff access and route configuration without receiving approval authority solely through administration.
- Request Owner
- Prepares assigned requests and supporting documents, then follows their review and correction history.
- Approval Coordinator
- Maintains route context, monitors due requests and assigns exception follow-up within the agreed organization scope.
- Approver
- Decides the assigned eligible step of a request after inspecting its revision and evidence.
- Execution Operator
- Investigates operation outcomes and completes assigned execution follow-up while preserving original receipts.
Set up Approval Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.