How does multi-level approval work?

Last reviewed 9 October 2026 · Part of Workflow approvals

This section explains how requests move through a multi-level approval chain.

How It Works

Employee submits request
        |
        v
  [Level 1 Approver(s)]  <-- Email + SMS notification sent
        |
   Approve?
   /        \
  Yes        No --> REJECTED (requestor notified, workflow ends)
  |
  v
  [Level 2 Approver(s)]  <-- Email + SMS notification sent
        |
   Approve?
   /        \
  Yes        No --> REJECTED (requestor notified, workflow ends)
  |
  v
  [Level 3 Approver(s)]  <-- (if configured)
        |
   Approve?
   /        \
  Yes        No --> REJECTED
  |
  v
  APPROVED  --> Requestor notified
            --> Final Notifiers notified (HR, Finance, etc.)

Step-by-Step Flow

1. Employee submits the request via "Submit to Workflow".
2. Level 1 approver(s) receive an email and/or SMS notification:

   "There is an Expense Request from [Employee Code] - [Employee Name] for your attention. Please review the request on the system and approve or reject."

3. Level 1 approver reviews the request and clicks Approve or Reject.
4. If approved and more levels exist: The request automatically advances to Level 2. Level 2 approver(s) receive a notification.
5. If approved and this is the final level: The request is marked as Approved. The employee receives an approval notification. Any configured Final Notifiers also receive a notification.
6. If rejected at any level: The workflow terminates immediately. The employee receives a rejection notification including the approver's remarks.

Notification Summary

Note: Notifications are only sent if the recipient has enabled them in My Preferences > Workflow Notifications. Company administrators control whether the office or personal email/mobile is used (Notification Preferences in the workflow settings).