Flexible Approval Rules – Change the Approval Workflow for a Report
Using Flexible Approval Rules in Expense gives organizations greater control over how reports are reviewed and approved. If needed, you can change the reviewer or approver on an individual report and redirect it to another person. This functionality is particularly useful during absences, vacations, organizational changes, or other situations where a different reviewer or approver needs to take over the process.
When Can This Feature Be Used?
You can change the approval workflow when:
- 👤 The regular approver is unavailable
- 🌴 A reviewer is on vacation
- 🔄 Responsibilities have changed within the organization
- ✅ A report needs to be handled by a different person
👉 The report is immediately redirected to the new recipient for continued processing.
Permissions
The following roles can modify the workflow:
- 👨💼 Administrator
- ✅ Reviewer
- ✅ Approver
⚠️ This functionality is only available in the web version of Expense and cannot be used in the mobile app.
Change the Reviewer or Approver
Step-by-Step
- Log in to Expense via a web browser.
- Open the report you want to update.
- Locate the field:
- Reviewed By
- Approved By
- Select the new person who should handle the report.
- Save the changes.
✅ The report is automatically sent to the new person's inbox.
What Happens After the Change?
When the workflow is updated:
- 📥 The report is transferred to the new recipient
- ✅ The previous recipient no longer needs to process the report
- 🔄 The workflow continues according to the standard process
- 📊 Status and workflow history are updated automatically
History and Traceability
All workflow changes are logged in the report history.
You can see:
- 👤 Who changed the workflow
- 📅 When the change was made
- ✅ The current reviewer or approver
- 🔄 Previous workflow changes
👉 This provides full traceability and simplifies follow-up and auditing.
Common Use Cases
Vacation or Absence
If an approver is unavailable:
- 🌴 An administrator can redirect the report
- 👤 A substitute approver can take over
✅ The workflow continues without delays.
Organizational Changes
If responsibility moves between departments:
- 🔄 The report can be redirected to the correct manager or approver
- ✅ No need to recreate or resubmit the report
✅ This ensures reports always reach the appropriate person.
💡 Best Practice Tips
- ✅ Verify that the new recipient has the correct permissions
- 👥 Inform the new recipient that the report has been reassigned
- 📊 Maintain internal procedures for workflow redirection
- 🔍 Review the report history to confirm the change was completed successfully
Frequently Asked Questions (FAQ)
Can I change the approval workflow in the mobile app?
No. This functionality is only available in the web version of Expense.
Who can change the workflow?
Administrators, reviewers, and approvers with the appropriate permissions.
Is the change saved in the report history?
Yes. All workflow changes are logged and can be reviewed in the report history.
Does changing the workflow affect the contents of the report?
No. Only the recipient of the report changes. The report content remains unchanged.
Summary
- 🔄 Change the reviewer or approver on an individual report
- 👨💼 Available to administrators, reviewers, and approvers
- 🌐 Managed through the Expense web portal
- 📥 Reports are automatically redirected to the new recipient
- 📊 All workflow changes are recorded in the report history
- 🚀 Create a more flexible and efficient approval process with Flexible Approval Rules