Multi-level workflow approval setup

This article is for administrators who set up workflows. Account Reconciliation supports a two-level approval process for workflows. In addition to the standard approver, you can add a second approver role to require an independent sign-off before a task is complete. Use this second level when a task needs review by someone other than the original approver — for example, when a workflow covers a high-risk account or requires additional oversight.

 Note:  The level of approval cannot be changed after the workflow is created.

Set the level of approval in the workflow

You set the approval structure for a workflow when you create it, using the Level of Approval field.

  1. Go to and click .

  2. On the Add New Workflow page, locate the Level of Approval field.

  3. Select one of the following values:

    • 1 – Single level (Approver only): the workflow follows the standard single approver process.

    • 2 – Two levels (Approver and Approver -2): the workflow requires both an approver and approver 2 to sign off.

  4. Click . Your workflow is created and listed on the Workflow page.

  5. On the Workflow page, locate and select the new workflow you just created. The Workflow Details page is displayed.

    • If you selected 1: Assign the task to a user with the approver role only and select a due date.

    • If you selected 2: Two additional rows are displayed — An Approver-2 and Approver-2 Due. Assign both.

       Note:  When Level of Approval is set to 2, an Approver-2 and Approver-2 Due date must be assigned before workflow setup can be completed.

Task status and routing during approval

As a task moves through the two-level approval process, its status updates to reflect who currently holds the task and what action is needed next. The status is the same wherever you view the task.

Status What it means Task held by

Not Started

The task is assigned but the preparer has not yet opened it.

Preparer

In Progress

The preparer is working on the task, including after it is sent back for rework.

Preparer

Rejected

The task was sent back to the preparer for rework.

Preparer

Pending Approval

The task is waiting for the approver, either for its first review or because Approver-2 sent it back for another look.

Approver

Pending Approval-2

The task is waiting for the second-level approver.

Approver-2

Completed

Approver-2 has given final approval and no further action is needed.

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How rejections route the task

If the approver rejects a task, it returns to the preparer with a status of Rejected. Once the preparer reworks and resubmits the task, it goes back to the approver as Pending Approval.

If Approver-2 rejects a task, where it goes depends on who needs to act next:

  • Sent back to the approver: the task takes a status of Pending Approval, since it is returning to an earlier approval step rather than being sent back for rework.

  • Sent back to the preparer: the task takes a status of Rejected, and follows the same rework and resubmission

Rejection source Routed to Resulting status Reason

Approver rejects

Preparer

Rejected

Task needs rework before resubmission.

Preparer resubmits (after either rejection path)

Approver

Pending Approval

Task returns to the approver for review.

Approver-2 rejects

Approver

Pending Approval

Task is returning to an earlier approval step, not being sent back for rework.

Approver-2 rejects

Preparer

Rejected

Task follows the same rework and resubmission path as an approver rejection.

Use workflow templates for multi-level approval

If you regularly set up workflows with two levels of approval, you can use an export/import template instead of configuring each workflow individually. Export a template that already includes the Approver-2 columns, fill in your workflow details, then import the completed file to create the workflows in bulk.

Export a workflow template

  1. First, create a workflow with a Level of Approval set to 2. See Set level of approval in workflow.

  2. On the Workflow Details page, click . The exported file includes two additional columns:

    • Approver -2

    • Approve - 2 Due date

    These columns appear alongside the existing Preparer and Approver columns.

    You now have a template you can use to set up multiple workflows with two levels of approval at once.

Import a workflow template

  1. After you fill in the workflow template with all the workflows for your period, you can import it back into Account Reconciliation.

  2. On the Workflow Details page, click the import icon to open the Import page.

  3. Select your completed file and confirm the import. All existing import validations continue to apply, for example date format and user role checks.

     Note:  If the file you upload includes the Approver-2 and Approver-2 Due date columns, but leaves those values blank, the import is allowed.