Setting up approval sharing

• 23/07/2025
• 9 minutter at læse

If you're unable to approve documents for a period of time, you can have all of your approval tasks automatically forwarded to another approver during that period. You essentially share your approval tasks with a designated approver, and this approver then acts as your substitute until you're able to approve documents again.

Approval sharing can be carried out for any user and any purpose (on behalf of other users) – typically done by admins – or for and by yourself if you're out of office.

To set up approval sharing

To set up approval sharing:

1. Search for and select Approval Sharing.
2. On the action bar, click Edit List to make the list editable.
3. In the Owner User ID and Shared to User ID columns, enter the user ID of the person who's sharing approval tasks – hereafter referred to as the original approver – and that of the substitute approver.
4. In the Sharing Type column, select Normal unless you specifically need to change the out-of-office settings of the original approver (a rather rare exception).

   Bemærk

   Individual users usually set up out-of-office approval sharing themselves using the procedure described below. However, it may occasionally be necessary for an admin to do it on behalf of a user. In such cases, the admin must select Out of Office instead of Normal, and the user will then be able to edit the entry later, if necessary. If the admin selects Normal (by far the most common scenario), the user will not be able to edit the entry at a later point.

5. In the Valid From and Valid To columns, enter or select the start and end dates of the period in which approval tasks should be shared.
6. If you want the substitute approver to inherit the limits and permissions of the original approver, select the Use Owner's Limits & Permissions checkbox.
7. In the Send Email To column, specify if approval emails should be sent to the substitute approver, the original approver, or both.
8. If you want approval tasks to be shared for all companies in which both users are present, select the Copy to All Companies checkbox. If you don't select this checkbox, the approval sharing you're setting up will only apply to the company that you're currently in.

To set up an approval group

If you’re managing multi-person approvals, you can create a user and employ it as an approval group. This approach is also useful if a company policy requires top-level approvers to have their own approval requests approved by someone other than themselves.

To create a user that functions like a group:

1. Search for and select Continia User Setup.

2. On the action bar, click New.

3. On the General FastTab, click the three dots by the Continia User ID field.

4. In the dialog box that opens, either select an existing user ID or, on the action bar, click New to create a user.

5. Back on the Continia User Setup Card page, fill out the Name field.

6. Click the three dots by the Approver ID (Manager) field. In the dialog box that opens, select an existing approver ID. If approval sharing for the group is set to use the owner’s limits and the group doesn’t have an unlimited approval limit, the document is sent to the manager specified here.

   Vigtigt

   The Continia user ID you created or chose from the Continia Users list for this approval group can only be used for this purpose.

7. Under the Purchase Invoice and Credit Memo Approval section, in the Approval Limit field, enter the desired value. Alternatively, enable the Unlimited Approval setting for this approval group.

Now you have an approval user that functions as an approval group.

To add users to an approval group

1. Search for and select Approval Sharing - Document Capture.
2. On the action bar, click New.
3. Under the Owner User ID column, select the user you created in the previous step.
4. Under the Shared to User ID column, select the user you want include in the approval sharing group.
5. Under the Sharing Type column, select Normal.
6. Under the Use Owner's Limits & Permissions column, select the checkbox to enable the permissions configured for the approval group. If the checkbox is cleared, the permissions assigned to each member of the approval group take precedence.
7. Under the Send Email To column, select:
   
   • Only Owner
   • Only Shared to User
8. Repeat these steps for each user you want to add to the group.

To see the number of users added to the group, go to the Continia User Setup page and check the values under the columns Approval Shared with this User and Approval Shared with Other Users.

To set up out-of-office approval sharing for individual users

Although you can indeed set up out-of-office approval sharing using the above guide, which is particularly useful for admins setting it up for multiple users at the same time, there's a more user-friendly way to do it for each individual user – enabling you to do it yourself:

1. Search for and select Purchase Approval Entries.
2. On the action bar, click Out of Office Setup.
3. Under Forward from date and Forward to date, enter or select the start and end dates of the period in which your approval tasks should be shared.
4. Under Forward to, enter the user ID of the substitute approver to whom your approval tasks should be forwarded.
5. If you want your approval tasks to be shared for all companies in which both you and the substitute approver are present, select the Copy to All Companies checkbox. If you don't select this checkbox, the out-of-office approval sharing you're setting up will only apply to the company that you're currently in.