Flexible Approval Rules in Expense – New Workflow Optimizations
With the latest update to Flexible Approval Rules, organizations gain even greater flexibility in Expense. You can now redirect an individual expense report to a different reviewer or approver without changing the standard approval workflow or affecting any other reports in the system. This feature is especially useful during employee absences, organizational changes, or when a specific report requires review by someone with specialized knowledge.
What Does the New Optimization Mean?
Previously, all reports followed the approval flow defined in your Flexible Approval Rules configuration.
With this enhancement, you can now:
- 🔄 Redirect a single report
- 👤 Select a different reviewer or approver
- ✅ Keep the standard approval workflow unchanged
- 📊 Manage exceptions without additional administrative work
👉 Only the selected report is affected. All other reports continue to follow the regular approval process.
Benefits of the New Feature
✅ Handle Exceptions Easily
When a report needs to deviate from the standard workflow, it can be sent directly to the appropriate person without changing the overall approval structure.
🌴 Manage Absences Smoothly
If an approver is:
- On vacation
- On sick leave
- Temporarily unavailable
the report can easily be redirected to a replacement approver.
🔍 Support Specialized Reviews
Some reports may require additional expertise or scrutiny.
Examples include:
- Representation expenses
- Project costs
- Large purchases
- Special cost centers
👉 Route the report directly to the appropriate specialist.
🏢 Simplify Organizational Changes
During manager transitions or reorganizations, reports can be redirected during the transition period without rebuilding the entire approval workflow.
Permissions
To use this functionality, the user must have the appropriate permissions in Expense.
The following roles can redirect reports:
- 👨💼 Administrator
- ✅ Reviewer
- ✅ Approver
⚠️ This functionality is only available in the web version of Expense and cannot be used in the mobile app.
How to Redirect a Report
Step-by-Step
- Open the report in the Expense web portal.
- Locate one of the following fields:
- Reviewed By
- Approved By
- Select the person who should handle the report.
- Save the change.
✅ The report is automatically moved to the new recipient's inbox.
Important Information
When a report is redirected:
- ✅ Only the selected report is affected
- ✅ The Flexible Approval Rules configuration remains unchanged
- ✅ Future reports continue to follow the standard workflow
- ✅ Report history is updated automatically
👉 This makes the feature safe to use even for temporary exceptions.
Common Use Cases
🌴 Temporary Absence
When the regular approver is unavailable.
🔍 Specialized Review
When a report needs review by:
- Project Manager
- Finance Manager
- Subject Matter Expert
🏢 Organizational Changes
During:
- Manager replacements
- Reorganizations
- Temporary responsibility assignments
🚨 Urgent Cases
When a report needs to be handled quickly by another reviewer or approver.
History and Traceability
All workflow changes are automatically recorded in Expense.
The history will show:
- 👤 Who changed the workflow
- 📅 Date and time of the change
- ✅ Current reviewer or approver
- 🔄 Previous workflow changes
👉 Full traceability ensures compliance and control.
💡 Best Practice Tips
- ✅ Use this feature for exceptions rather than standard processing
- 👥 Inform the new recipient that the report has been reassigned
- 📊 Follow up using the report history
- 🔍 Ensure the selected person has the required permissions before redirecting the report
Frequently Asked Questions (FAQ)
Does this affect the entire approval workflow?
No. Only the selected report is affected.
Can I use this feature in the mobile app?
No. It is only available in the web version of Expense.
Who can redirect a report?
Administrators, reviewers, and approvers with the appropriate permissions.
Can I see who made the change?
Yes. All changes are logged in the report history.
Summary
- 🔄 Redirect individual reports without changing the approval workflow configuration
- 👥 Send reports to any reviewer or approver with the appropriate permissions
- 🌴 Easily manage absences and special review requirements
- 📊 Keep the standard approval flow intact for all other reports
- ✅ Maintain complete history and traceability
- 🚀 Create a more flexible and efficient approval process in Expense