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Custom Approval

Custom Approval allows organizations to create approval flows tailored to their unique business needs, especially when the default approval flow isn’t suitable.

Note:

  • This feature is only available in certain plans of Zoho Books. Visit our pricing page to see if this feature is available in your plan.
  • This feature is a part of the new Transaction Approval flow. Migrate your organization to the new flow to use this feature.

Scenario: Brandon is a Sales Manager at Zylker. Usually, he approves invoices for Zylker’s customers. However, if an invoice total is more than $10,000, Patricia, the Head of Sales, must approve it. Brandon sets up a custom approval in the Invoices module of Zoho Books by adding a criteria that invoices of $10,000 or more should be sent to Patricia for approval.

Create a Custom Approval

To create a custom approval flow for a module:

  • Go to Settings in the top right corner of the page.
  • Navigate to the module for which you want to add a custom approval.
  • Click the Approvals tab.
  • Click Custom Approval under Approval Type.
  • Click New Custom Approval. You’ll be redirected to the New Custom Approval page.
  • Enter the Approval Name and provide a Description if required.
  • Add the criteria based on which the custom approval should be triggered. Click + Add Criterion to add more criteria.
  • Select the approval flow. You can configure an approval flow, or choose to auto accept or auto reject records.
  • Click Save.
Fill in details in the New Custom Approval page

Prioritize Approvals

If you’ve created multiple custom approvals for a module, in some cases, transactions can fulfill the criteria of more than one custom approval. In such cases, you can prioritize which custom approval should be triggered first. Here’s how:

  • Go to Settings in the top right corner of the page.
  • Navigate to the module for which you want to prioritize custom approvals.
  • Click the Approvals tab.
  • Click Custom Approval under Approval Type.
  • Click the Edit icon next to PRIORITY.
  • Drag and drop to reorder the custom approvals as per priority. The approval with priority 01 will be prioritized over the other approvals.
  • Click Save Priority Changes.
Drag and reorder the custom approvals as per priority

Edit or Delete a Custom Approval

You can edit and delete the custom approvals created. Here’s how:

  • Go to Settings in the top right corner of the page.
  • Navigate to the module for which you created the custom approval.
  • Click the Approvals tab.
  • Click Custom Approval under Approval Type.
  • Hover over the custom approval you want to edit or delete.
  • Click the dropdown and select Edit or Delete.
  • If you want to edit a custom approval, click Edit. Make the necessary changes and click Save.
  • If you want to delete a custom approval, click Delete.
Click Edit or Delete from the dropdown
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