Once an approval workflow has been set up and a transaction matches its conditions, assigned approvers will be notified and prompted to take action. This guide explains how approval tasks are received, managed, and resolved by approvers in Tyms.
Notificationsđź”” and Task Visibility
Approvers are alerted when a transaction requires their attention in two ways:
- Notifications Tab: A bell icon located at the top-right corner of the dashboard will display new approval notifications.
- Tasks Tab: The transaction will also appear in the Tasks tab under the Approval Requests section.
Example Scenario
Let’s say an approval workflow is configured with the condition: Amount less than 50,000.
If a team member submits an expense of ₦45,000, this triggers the workflow. The designated approvers will:
- Receive a notification via the notification bell icon.
- See the transaction listed in their Tasks > All tasks tab.
Tasks Module
1. All Tasks: This is the Tab where approvers see all the tasks they need to Approve. All pending approvals are listed under All Tasks, with the following columns:
- Date: When the transaction was created
- Name: Title of the transaction (e.g., "Transportation Expenses")
- Module: The module where the transaction was created (e.g., Expenses or Sales)
- Created By: The team member who submitted the transaction
- Approval Status: Shows whether the request is Pending, Approved, or Rejected
Action: Options to Preview, Approve, or Reject
Under the Action column, click the three-dot menu to access:
- Preview: View full transaction details
- Approve: Finalize and approve the transaction
- Reject: Decline the transaction (a comment is required for rejections)
Approvers can also leave comments when previewing transactions to provide additional context or clarification.
Comment on Transactions: Approvers can leave comments when previewing. Comments are mandatory when rejecting a transaction, providing clarity and justification.
2. The Approval Request tab allows initiators to monitor the status and progress of their submitted transactions. It provides a clear overview of how each approval request is progressing through the assigned approvers, with the following columns:
- Name: The title of the transaction (e.g., Transportation Expenses).
- Module: Indicates where the transaction was created (e.g., Expenses, Sales).
- Approvers: Lists the team members assigned to approve the transaction.
- Approval Status: Displays the current status of the request, Pending, Approved, or Rejected.
- Progress: Visual representation of the approval progress. For example, if two approvers are required and both must approve:
- After the first approval: 1/2 (50%)
- After the second approval: 2/2 (100%)
- If any approver can approve (i.e., At Least One Must Approve): Once one approver approves: 2/2 (100%)
- Action: Allows the initiator to Preview transaction details.
What Happens After an Action is Taken?
Approved Transactions: Move out of the approver’s task list and are marked as approved.
Rejected Transactions: Must include a reason, and it can be edited by the initiator and resubmitted for approval, or deleted entirely.
What Happens If a Transaction is Deleted?
Only rejected transactions can be deleted by the initiator. The transaction is removed from all approvers’ Tasks tabs. This keeps the workspace organized and avoids confusion about non-existent or cancelled tasks.
Why Pending or Approved Transactions Cannot Be Deleted
This restriction ensures a reliable audit trail and maintains accountability.
To modify such transactions:
- Before approval: Reject, then edit and resubmit.
Changing Approvers While a Transaction is Pending
If an approval rule is modified while a transaction is still pending: If not yet approved, New approvers will receive the task
If already approved: New approvers will not receive the task
Their status will show “No records found” on the Approvers Task Tab. Indicating the task was processed before they were assigned
All future transactions will follow the updated approval workflow.
Important Notes
Previewing Transactions
Approvers can :
- View transaction details.
- Add comments.
- Options to approve or reject (with mandatory comment for rejection).
Removing Approvers
You cannot remove an approver from a transaction if their status is still pending.
They must first approve or reject to maintain process integrity and avoid broken approval chains.
Summary
Notifications Tab: Alerts for new approval requests (bell icon)
All Tasks: Lists all pending tasks assigned to the approver
Approval Request: Subsection in Tasks tab for managing approvals request
