# Workflow Approval Stage

<p class="doc-lead">A WorkFlow Approval Stage is one step in a company process — who completes it, the completion rule (ANY / ALL / MINIMUM), and optional buttons to create a Delivery Note, Sale Invoice, or other document. This is not Settings Multi Stage Approval of a voucher.</p>

<div class="doc-toc">
<p class="doc-toc-title">On this page</p>
<div class="doc-toc-section">
<span class="doc-toc-group-title">Getting started</span>
<div class="doc-toc-links">
<a href="#/hr/workflow-approval-stage?id=overview">Overview &amp; List View</a>
<a href="#/hr/workflow-approval-stage?id=quick-start">Quick Start</a>
</div>
</div>
<div class="doc-toc-section">
<span class="doc-toc-group-title">Form reference</span>
<div class="doc-toc-links">
<a href="#/hr/workflow-approval-stage?id=header-fields">Header Fields</a>
<a href="#/hr/workflow-approval-stage?id=actions-table">Actions Table</a>
<a href="#/hr/workflow-approval-stage?id=approval-rules">Approval Rules</a>
</div>
</div>
<div class="doc-toc-section">
<span class="doc-toc-group-title">More</span>
<div class="doc-toc-links">
<a href="#/hr/workflow-approval-stage?id=actions-status">Actions &amp; Status</a>
<a href="#/hr/workflow-approval-stage?id=faq">FAQ</a>
<a href="#/hr/workflow-approval-stage?id=related">Related</a>
</div>
</div>
</div>

<hr class="doc-section-divider">

<h2 id="overview">Overview &amp; List View</h2>

Stages are building blocks for a process template. Each stage defines who completes the step, the rule, and optional Create-document buttons. Leave Actions empty for a process-only step (site visit, quotes, mark done).

<img src="hr/images/approval-stage.webp" alt="Approval Stage list" loading="lazy">

<b>Quick filters</b>

| **Filter** | **Description** |
|------------|-----------------|
| Active | Active stages only. |
| Suspended | Suspended stages only. |

<b>Advanced filters</b>

Status, Created Date.

<b>List columns</b>

| **Column** | **Description** |
|------------|-----------------|
| Stage Name | Name of the approval stage. |
| Notes | Instructions or notes. |
| Approval Rule | ANY, ALL, or MINIMUM. |
| Approvers | Assigned approvers. |
| Status | Active or Suspended. |

<b>List row actions</b>

| **Action** | **Available when** |
|------------|-------------------|
| Edit | All |
| Delete | All |
| View | All |

<hr class="doc-section-divider">

<h2 id="quick-start">Quick Start — Create an Approval Stage</h2>

<h3>1. Navigate</h3>
Go to <b>HRMS → Settings → WorkFlow Approval Stage</b>.

<h3>2. Create new stage</h3>
Click <b>New</b>.

<img src="hr/images/new-approval-stage.webp" alt="New Approval Stage" loading="lazy">

<h3>3. Fill in details</h3>
<ul>
<li>Enter <b>Stage Name</b> (e.g. Purchase / supplier, Delivery).</li>
<li>Select <b>Approval Rule</b> and assign <b>Approvers</b>.</li>
<li>Optionally add <b>Actions</b> — leave empty for a process-only step, or add Create Delivery Note / Create Sale Invoice.</li>
</ul>

<h3>4. Save</h3>
Click <b>Save</b>, then add this stage to a <a href="#/hr/workflow-approval-template">Workflow Approval Template</a>.

<hr class="doc-section-divider">

<h2 id="header-fields">Header Fields Reference</h2>

| **Field** | **Description** |
|-----------|-----------------|
| Stage Name * | Name of this approval step. |
| Approval Rule * | How approvers must act — see <a href="#/hr/workflow-approval-stage?id=approval-rules">Approval Rules</a>. |
| Minimum no. of approvals required | Required when Approval Rule is MINIMUM. |
| Approvers * | Employees who can approve at this stage. |
| Notes | Instructions or notes for approvers (rich text). |

<hr class="doc-section-divider">

<h2 id="actions-table">Actions Table</h2>

Configure buttons that appear on the WorkFlow Request after this stage has been sent. Use them to create linked documents. Leave the table empty when the step is only notes, attachments, and Approve.

| **Column** | **Description** |
|------------|-----------------|
| Sl.No | Line serial number. |
| Action Type (Transaction) | Transaction type to create (e.g. Purchase Order, Purchase Invoice, Sale Invoice, Sale Order, Expense Claim). |
| Button Label | Custom button text shown on the workflow view (e.g. Create PO, Create Invoice). |

When a user clicks the button, the target transaction's New form opens pre-linked to the workflow request.

<hr class="doc-section-divider">

<h2 id="approval-rules">Approval Rules</h2>

| **Rule** | **Description** |
|----------|-----------------|
| ANY | Any one assigned approver can approve the stage. |
| ALL | Every assigned approver must approve before the stage is complete. |
| MINIMUM | A specified minimum number of approvers must approve. Set <b>Minimum no. of approvals required</b>. |

<hr class="doc-section-divider">

<h2 id="actions-status">Actions &amp; Status</h2>

<h3>View toolbar actions</h3>

| **Action** | **Description** |
|------------|-----------------|
| Edit | Opens for editing. |
| Delete | Permanently removes the stage. |
| Clone | Creates a copy. |
| Print | Prints details. |

<h3>More menu (⋮) actions</h3>

| **Action** | **Description** |
|------------|-----------------|
| Activate | Reactivates a suspended stage. |
| Suspend | Deactivates the stage. |

| **Status** | **Description** |
|------------|-----------------|
| Active | Stage is available for use in templates. |
| Suspended | Stage is hidden from new templates. |

<hr class="doc-section-divider">

<h2 id="faq">FAQ</h2>

<b>Can one stage have multiple actions?</b><br>
Yes. Add multiple rows in the Actions table — for example, one button to create a Purchase Order and another to create a Purchase Invoice.

<b>Do I need to create stages before templates?</b><br>
Yes. Create all required stages first, then combine them in a <a href="#/hr/workflow-approval-template">Workflow Approval Template</a>.

<b>Is this the same as signing off a Sale Invoice?</b><br>
No. Invoice and voucher sign-off is <a href="#/features/multiapproval">Settings → Multi Stage Approval</a>. This screen is for process steps on a <a href="#/hr/workflow-request">WorkFlow Request</a>.

<b>Who can complete a stage?</b><br>
Only the employees listed as Approvers on the stage (or a Super User) see Approve and Reject.

<b>Can I suspend a stage still referenced in templates?</b><br>
Suspending hides the stage from new template lines — existing in-progress requests keep their original stage sequence.

<b>What is a stage action vs Approve?</b><br>
Approve marks the process step done. An Action opens a New form (Delivery Note, Sale Invoice, Purchase Order) from that stage. A stage can have one, both, or only Approve.

<hr class="doc-section-divider">

<h2 id="related">Related Topics</h2>

<ul>
<li><a href="#/hr/workflow-approval-template">Workflow Approval Template</a> — combine stages into a process.</li>
<li><a href="#/hr/workflow-request">Workflow Request</a> — submit and track approval requests.</li>
<li><a href="#/settings/approval-stage">Settings → Approval Stage</a> — transaction MSA (not HR).</li>
<li><a href="#/features/multiapproval">Multi Approval</a> — compares both systems.</li>
</ul>