How Do I Create and Assign Approvers?

Overview

Approvers in Custodia are responsible for reviewing and approving all request-based activities, including Activity Requests and Out-of-Pocket (OOP) expenses.

Before an employee can be assigned as an approver, they must first be granted the Approver role. Once assigned, approvers can be associated with employees at the profile level and will receive notifications when requests require their review.

Approval behavior is ultimately governed by your organization’s Approval Policy, which defines when requests are auto-approved, auto-rejected, or routed to an approver.

Creating Approvers

1. Log in to the web app from your browser (Chrome is recommended) at https://my.custodia.ai.
2. From the top menu, navigate to My Organization > Employees Mapping > Role Mapping.
3. Under Permission Roles, click the orange plus (+) icon in the bottom-right corner.
4. In the Employee Search field, select the employee who should have approver privileges.
5. In the Role field, select Approver.
6. Click the green check mark to save the role mapping.
7. Repeat these steps for any additional employees who should be approvers. You can also use this feature to remove users from the Approver Role

Associating an Approver to an Employee

1. From the top menu, navigate to My Organization > Org Structure > Employees.
2. Search for the employee you want to assign an approver to and click the edit (pencil) icon.
3. In the Approver dropdown, select the appropriate approver

Defining Approval Requests

Approval thresholds and routing logic are defined in the Policy Manager.

1. Navigate to My Organization > Policies > Policy Manager.
2. Select the Approval Policy tab
3. Configure the following values: 
   • Auto Reject: Any request above this value is automatically rejected
   • Auto Approve: Any request below this value is automatically approved
   • Requests that fall between these values are routed to the assigned approver for review
4. Click on the green Save button on the right hand side of the screen.

Custom Workflows

• Multi-step approvals
• Different approvers for several different levels of dollar request
• Different approvers for different activity types