CONFIGURATION

Go to Settings → Users & Companies → Users → Select a user and enable CLuedoo Approval Studio

VALIDATION RULES

• Rule name: dept manager
• Sequence: Step 1
• Model: Purchase Order
• Method: button_confirm
• Validation Group: PO > 10,000

• Conditions: Total is greater than 10,000

• Approver: Marc Demo
• Users to Notify: Marc Demo

Approver Pool

Notifications

Create one or more approval rules.

Result:

Create a Purchase Order with total > 10,000; the approval rules will be triggered on the Confirm Order button.

Note: The ✅ and ❌ buttons are only visible when you log in as the approver, and only when it’s their turn to approve.

The system automatically updates the progress after each approval; and a scheduled activity is automatically created for the next approver in the following approval step.

If the Users to Notify field is set, those users will be mentioned when the action is performed (approved/rejected).

If you are not the designated approver for this step, a warning message will appear.

Note: Users with access rights to CLuedoo Approval Studio (see Step 1 of this guide) can modify the approval rules using the configuration icon.

DYNAMIC APPROVERS

On an approval rule, fill in a Python code to define the approver of this step.

result = record.user_id | record.create_uid

→ Only the Salesperson and Sale Order creator are allowed to approve/ reject.

Note: If the system detects a syntax error, it will immediately throw an error message , and block the user from saving.

e.g., code does not have "result ="

DYNAMIC USERS TO NOTIFY

On an approval rule, fill in a Python code to define the users to notify of this step.

result = record.user_id if record.opportunity_id else record.create_uid

→ If the Opportunity field is set on the Sales Order form, it will notify the Salesperson. Otherwise, it will notify the Sale Order creator.

DELEGATION

Any user who belongs to the approver group or is a direct approver of the rule can use the Delegate Rights function.

This function is used to delegate an approval to another user so they can approve it on your behalf.

Fill in the information and click Grant Authority .

The substitute approver(s) will be automatically added to the Approvers field.

They can then approve/reject/revoke the step assigned to them.

The delegation history is available under the Delegation History tab.

EXCLUSIVE APPROVAL

Once a user approves one step, they cannot approve another step for the same document , even if they are listed as an approver for that step.

e.g., User Marc Demo is elible for both step 1 and step 2

Actions:

• Marc Demo approves Step 1 .
• Step 2 can be approved by Marc Demo or Administrator .

Result:

• Because Marc Demo already approved Step 1, he cannot approve Step 2.
• Administrator must approve Step 2.

VALIDATION GROUPS

Go to CLuedoo Approval → Validation Groups → Create a new group.

Fill in group name and choose the Model (e.g., Purchase Order).

APPROVAL RULES TAB

Click Add a line to select the created rules to the group / create new rules on the fly.

• The pop-up wizard will suggest rules related to the selected model only.

• Active toggle : You can activate/inactivate the rules from the list.

APPROVE IN ORDER

• If not activated , approvals can be done in any order.
• If activated , approvals need to be done in chronological order, from the top to bottom rules in the list. (e.g., CFO cannot approve before dept manager)

The system will block the action and display a warning if an unauthorized user attempts to confirm the RFQ.

AUTO CONFIRM

• If activated > After the last approval, the PO will be auto-confirmed
• If not activated > After the last approval, we still have to click Confirm Order manually

ALLOW REVOKE

If activated, users in the selected group can revoke all previous validation steps.

Add user(s) in the group.

The Revoke All button appears for users in the group only.

A confirmation message will appear. Click 'Yes, Reset Everything' to revoke all previously completed steps.

LOCK MECHANISM

Go to Settings → Users & Companies → Users → Select a user and enable CLuedoo Approval Studio Unlock Mechanism

Users with this access right will see a button to lock or unlock a validation group.

When a group is locked, any attempt to modify its contents will be blocked .

AUTOMATION TAB

Go to Settings → Technical → Automation → Automation Rules → Create a new rule and select the approval rule group → Save

Go back to the approval rule group → Under the Automation tab, the automation rule has been automatically added.

You can add Automation Rules from any models.

Click 'Add a line' to create/select a new automation rule.

VALIDATION ENTRIES

Go to CLuedoo Approval → Validation Entries → Users can view all approval entries of all models.

The validation history corresponding to each approval rule can also be accessed via the History tab.