Approval Requests
Enterprise feature available upon request
When assigning custom user roles, you can implement approval policies to protect your promo campaigns from internal fraud or errors.
Contents
Access Control
You can turn on approval requests by creating a custom user role with limitations. Read more on creating custom user roles.
How does it work?
If you create a user with limited permissions in Voucherify, you can turn on the following limitations, triggering an approval manager to be displayed before any changes are applied in the system.
- Adding vouchers to an existing campaign
- Updating vouchers
- Creating generic vouchers
- Create campaigns
- Update campaign
- Validation Rules changes
Changes are applied to the system only after a request is approved.
You can add multiple approvers (up to 5) to an approval request, and approval is granted as soon as any one of them approves.
Understanding Campaign Approval Settings
The approval workflow works differently depending on the permissions set for the user role requiring approvals.
Created Campaigns must be approved by Managing User:
When this setting is enabled, users can still create campaigns without issues. However, once the campaign is created, it will be disabled. Approval is required to activate it. This means that the campaign can be approved later by a Managing User (simple operation).
Created Campaigns must be approved by Managing User + Campaigns' updates must be approved by Managing User:
When both settings are enabled, the approval process will launch a campaign creation process in an approval wizard. Not only will the campaign need approval to be created, but any updates made to the campaign will also require approval. This process ensures that both the campaign creation and its changes are reviewed by a Managing User before activation. (complex operation)
Request Approval Workflow
- If a requester performs an action that requires an approval, they will need to request approval.
- Choose an approver (user with an Admin role).
- Provide details in a comment
- Submit request for approval by clicking Save.
- Approver reviews the request and chooses either to approve, reject, or requests changes to be made.
- Each of the approval requests will have statuses associated with it. Here is a summary of the statuses.
| Status | Description |
|---|---|
| Approved | Your request has been approved and the changes you requested have been applied in the system. |
| Pending | Your request is pending an action on the approver's side. |
| Rejected | The approver has rejected your request. You will need to submit a new request if you have another proposal. |
| Changes requested | The approver is requesting you to make changes to the request. You can go into the request to see any comments left by the approver and resubmit the request for approval after applying the new changes. |
| Draft | You started creating a change to a resource, but have note finished the approval request process. You can click on the tricolon next to the request and choose View Wizard to go back and finish the request. |
How to create a request?
A user with limited rights will be redirected to an approval workflow for a given operation. Simple operations will direct you immediately to select an approver (user with an Admin role). More complex changes will allow you to make changes within the manager and finally allow you to choose an approver at the end of the operation.
Fill in the details of the operation and proceed to the Approval step.
Click "Add approvers", then choose a person from the list to approve your operation.
- In the Comment section, write a message to your approver to let them know what you would like to do.
- Click Save.
Viewing and Editing Requests
You will be redirected to Approval requests.
Next to each request below the actions column, you have several options.
- Details will display more details about your request.
- Delete will delete your request.
- View wizard (available for more complex operations) will allow you to go back and make edits in the request and resubmit changes and comments.
Updating requests
If an approver requests changes to be made to your request, you will receive an email notifying you about the requested changes. Click your name in the bottom left of the screen to go to Approval requests and make changes.
How to approve a request?
Each approver will have a list of pending requests in their queue.
Go to Approval requests to see a list of requests that have been sent for your approval.
Simple operations
- For simple operations, choose Details to review the request.
You can immediately enter a comment and either Approve or Reject a request.
Complex operations
- For complex operations, click View Wizard.
Finally, you can either Request changes, Approve, or Reject a request.
- Request changes will change the status of the pending request to Requested changes, and the requesting person can make edits based on the feedback and resubmit the request.
- Reject will annul the request.
- Approve will approve the request and make the requested changes in the system.
Notification Settings
Notification customization can be achieved by navigating to the Notifications Center > Personal Settings > Approval requests changed.
An approver will be notified about new approval requests, and a requester will be notified about any status changes to the approval request.