Set up your Approval Workflows

If you have larger accounts, for which you need to set up approvers, you can easily set these within the User Settings of Evolution X.

Note: that the approval process is intended for use with the on account payment method. It is recommended that an order is either sent for approval using on account, or paid by credit card but not both. Charging a credit card for an order that is not yet approved means that the order will be paid for before it's been placed and could cause logistical issues for the distributor and customer.

Imagine you have user A, whose orders need to be authorized by user B.

Navigate to Customers > Accounts > choose account > Users > Select the User whose order needs to be authorized > Edit User (the orange pencil on the bottom right.)

Scroll all the way down the User Settings page. You will see a tab called "Approving User A orders".

If all orders require approval, enable the corresponding toggle. Then choose the approver(s) from the left screen. Once you click on them, they will automatically move to the right. Hit Save, and that's sorted! 

If you need to can allow users to place orders with different criteria without the need for approval.

⚠️ Note: With the Pre-Approve settings enabled orders with mixed products on and off of these lists sends the entire order for approval one a single item is added to the cart not contained on one of the lists set to pre-approve.

In addition, you have certain settings for the person who is approving the order (User B). These can be found also in the User Settings, as aforementioned, when hitting the "Approver Settings Tab" 

So to say, when User B is approving an order, these are the options:

Maximum order Line Value: Don't allow that user to exceed a specific order line value when approving.

Minimum/Maximum order value: Don't allow that user to exceed/ go beneath a specific order value when approving.

Super Approvers- This is a standard approver that can also edit orders. They can Approve or Reject. They can also edit orders

Approver On Leave: Enable this toggle when a specific user is on leave prevent the approval email being sent to this user. 

Deputy: When you set an approver on leave you can assign a Deputy Approver while the normal approver is out. This setting is hidden until the Approver On Leave toggle is turned on.

The approval email will still be sent to other user(s) set in the workflow. If no other approvers exist the email will be sent to the default admin email user set at account level in account details.

Executive Approval: If, after user B approves an order, the order should go further up the chain for a different user (ie an administrator), you can select them through this tab. The approval chain ends when the final approver does not have an Executive approver assigned.

Order Approval:

Once a requestor has placed an order and is in the Awaiting Approval order status and email Order Approval is sent to the approver or approvers notifying them an order is ready for their review. The approver can either log into the store and approve, reject or edit the order if the user has super approver enabled or they can use the approval links from the email.

Order Requires Approval:

Once a requestor has placed an order and is in the Awaiting Approval order status the requestor is sent an email their order requires approval. This email gives the user basic information about their order.

Order Confirmations:

Once an order is approved the requestor will get sent the order confirmation for their order.

Send Approvers Order Confirmation Emails: Toggle on the ability to send the approver the order confirmation email, after they approve or edit an order.

Resend Order Approval Emails: You or the customer can resend order approval emails, if they haven't been approved or rejected by the approver.

When an order that exceeds the allocated budget and requires approval, a message will be displayed in the cart to inform the user that their order will be submitted for approval and who their assigned approver are.

The user can then select "View My Approvers," and a pop-up will display the user(s) responsible for reviewing and approving the order. This helps users understand who will be handling their order request.

If you need to assign settings in bulk you can use the imports and exports from within a specific account. The Import/Export Users with Settings. These imports have both the advanced user settings and the approver settings.

Read more about imports: Imports 101

Read more about approvals

⚠️ Note: Once and order has been sent for approval you can not change the approver to another approver and have them approve an order. Approver changes only take affect on new orders awaiting approval after the approver changes are made.