Set up approval sharing for users
- 9 min.
Users can also be set up to approve on behalf of other users through approval sharing. As an administrator, you can manage all approval sharing for all users. To open the Approval Sharing page, choose the search icon, enter Approval Sharing, and choose the related link.
The field Sharing Type indicates if the approval sharing is permanent or temporary.
- Out of Office
- Temporary approval sharing is only valid within a specified period. Both administrators and regular users can create these records.
- Normal
- Permanent approval sharing that can only be set up by administrators who have access to the Approval Sharing page.
The sharing type is shown on the Expense Management Approval Entries page, indicating to users which kind of sharing they have with other users.
Out of Office
Approvers can also set up out-of-office approval sharing for their own approvals in the Continia Web Approval Portal. To do this, follow these steps:
Select the settings icon in the top right corner.
Fill in the Forward Documents For Approval (Out of Office) fields.
Select Save.
Video
Shared approval user
Instead of setting up approval sharing for two individual users, you can create a "dummy" approver who represents a group of approvers. The dummy user will be set up to share its approvals with several other "real" users who will actually manage the approvals. This can be useful if, for example, you have a marketing department where all employees are entitled to approve documents from the sales department. To do this, follow these steps:
Choose the search icon, enter Continia User List, and then choose the related link.
Create a new line, but do not use the lookup function in the User ID field. Instead type in a new User ID that doesn't yet exist in Business Central.
Go to Continia User Setup, and configure the dummy user.
Tip
It's recommended that you enable Unlimited Approval and don't fill in Approver Name to prevent the approval request from failing or getting sent to other people that are not part of the group represented by the dummy user.
Set the Approver Name to the dummy user for all expense users whose submissions should go to the dummy user.
Go to the Approval Sharing page, and set up all the approvers who can approve on behalf of the dummy user.
Caution
Carefully consider if you want to enable the field Use Owners Limits & Permissions or not. It's recommended that you don't enable it if the dummy user is set up with unlimited approval amount. This could result in expensive unauthorized submissions getting approved by someone.
The dummy user is now set up, and everyone configured with approval sharing with the dummy user can approve on the dummy user's behalf.