Approval workflows in Tyms help ensure that specific transactions (such as expenses or Income) are reviewed and approved before they are finalized. This brings structure, transparency, and accountability to your financial operations.
When to Use Approval Workflows
Use an approval workflow when you want certain transactions, based on amount, department, branch, or other criteria, to be reviewed and authorized by designated approvers before posting.
Step-by-Step Guide
1. Log in to your Tyms account Access your account using your credentials.
2. Go to Settings In the top-right corner, among the four icons, click the Settings icon and navigate to Approval Rules. You'll be redirected to the Approval Rules tab, where you can see all rules created so far. To create a new rule, click Create Rule.
3. Choose how to create the rule You have two options: Bulk Generate with AI or Create Manually. Click Create Manually to be redirected to the approval rule form.
4. Fill in the workflow details
Workflow Title: A descriptive name (e.g., "Expenses Above 50k")
Module: The module the rule applies to (e.g., Expenses, Revenue)
Reminder Intervals: How often reminders are sent (e.g., every 1 or 2 days)
Do you want conditions?: No, the rule applies to all transactions in the module. Yes, you can define specific conditions
How should approvers decide?: Everyone must approve in order, or Anyone approver is enough
Rule approach: Apply all conditions (AND), or Apply any of the conditions (OR)
Setting Conditions
Conditions define the rules that trigger the approval workflow.
If no condition is selected, the rule applies to all transactions in the selected module.
If conditions are set, the workflow only runs when those specific conditions are met.
Rule Approach
Apply all conditions (AND): Every condition must be true for the workflow to trigger.
Apply any of the conditions (OR): The workflow triggers if at least one condition is true.
Defining Each Condition
Each condition has three main components:
If (select type): The attribute to check e.g., Amount, Branch, Project, Department, Account.
Select operator: The logic to apply, based on the selected type. For example:
If Amount is selected: Equals, Greater than, Less than
If Department is selected: Is exactly, etc.
Value: The specific value to check against e.g., Amount > $100,000, or Department = HR.
You can add multiple conditions by clicking Add conditions.
Setting Up Approvals
When configuring an approval workflow in Tyms, you define which users are responsible for approving transactions and how the approval process should be handled.
Approval Criteria: How Should Approvers Decide?
You can choose between two approval methods:
Everyone must approve in order: Every selected approver must approve the transaction before it's marked as approved.
Anyone approver is enough: Only one of the selected approvers needs to approve for the transaction to be finalized.
Understanding Approver Hierarchy (for "Everyone must approve in order")
When using this option, approvals follow a strict sequence:
Approval flows in the order in which the approvers are listed.
Each approver sees the transaction in their Tasks tab only when it's their turn in the sequence.
The transaction moves from one approver to the next until all required approvals are completed.
Example: If your workflow has the following approvers:
Approver A (first in hierarchy)
Approver B
Approver C
The process works as follows:
Approver A receives and approves the transaction first.
It then moves to Approver B.
After Approver B approves, it moves to Approver C.
Only when all three have approved is the transaction status updated to Approved for the initiator.
An approver only receives the task once the approver before them has approved. If an approver rejects the transaction, it goes back to the initiator to make changes.
Using "Anyone Approver Is Enough"
When this option is selected:
All listed approvers are notified at the same time.
The first approver to take action completes the approval process.
Once any one approver approves, the transaction is marked as Approved.
Best Practices
Arrange approvers in the correct order when using Everyone must approve in order, to ensure a smooth approval flow.
Use Anyone approver is enough when speed and flexibility matter more than strict approval sequencing.
Scheduling Reminders
You can enable reminders for approvers to take action on pending approvals. This helps speed up the process and ensures accountability.
With approval workflows, you can enforce checks and balances within your organization. Whether it's expenses over a certain threshold or department-specific transactions, Tyms lets you tailor approval processes to your internal policies.