# Approval Stage
Approval Stages define one step in a transaction approval chain: approvers, approval rule (ANY / ALL / MINIMUM), and whether the requestor can edit the document after a revise. Stages are linked from Approval Template.
Overview & List View
Go to Settings → Multi Stage Approval → Approval Stage.
List columns: Stage Name, Notes, Approval Rule, Approvers, Status.
Quick filters: Active (default), Suspended.
Filters: Status, Created Date.
Header: New, Refresh.
List actions: View, Edit, Delete (multi).
This list is for transaction multi-stage approval. HR stages under HRMS → Settings → WorkFlow Approval Stage are for employee workflow requests only and can include extra Create-document buttons.
Quick Start
- Click New.
- Enter Stage Name (for example Sales Manager Approval).
- Choose Approval Rule — ANY, ALL, or MINIMUM.
- If MINIMUM, enter Minimum no. of approvals required.
- Add Approvers.
- Optionally tick Allow Document Editing on Revision and add Notes.
- Click Save, then add the stage to an Approval Template.
Fields
| **Field** | **Description** |
|-----------|-----------------|
| Stage Name * | Label shown on the document approval panel. |
| Approval Rule * | ANY, ALL, or MINIMUM — see Approval Rules. |
| Minimum no. of approvals required | Shown only when Approval Rule is MINIMUM. Defaults to 1. |
| Approvers * | Employees who can be selected when a request is sent for this stage. |
| Allow Document Editing on Revision | When checked, the original requestor sees Edit on the document panel after an approver clicks Send For Revise. |
| Notes | Instructions for approvers (rich text). |
| Status | Active or Suspended. |
Transaction stages do not have an Actions table. Custom buttons such as Create PO are only on HR WorkFlow Approval Stage.
Approval Rules
| **Rule** | **When the stage is complete** |
|----------|--------------------------------|
| ANY | The first assigned approver who approves completes the stage. Other pending requests on that stage expire. |
| ALL | Every approver who was requested must approve. The document panel shows Pending Approval By until the last one acts. |
| MINIMUM | The number in Minimum no. of approvals required must approve. The panel shows that count while the request is open. |
Approvers are chosen when someone clicks Send Request (or Request Next Stage on Approve). Only employees listed on this stage appear in that list.
A Super User can Approve, Reject, or Send For Revise even when they are not in the Approvers list.
Actions & Status
List actions
| **Action** | **Notes** |
|------------|-----------|
| New | Create a stage. |
| Refresh | Reload the list. |
| View | Open the stage. |
| Edit | Change name, rule, or approvers. |
| Delete | Multi-select. May be blocked when templates still use the stage. |
View toolbar
| **Action** | **When** |
|------------|----------|
| Edit | Always |
| Delete | Always (confirmation) |
| Clone | Always |
| Print | Always |
More menu (⋮)
| **Action** | **When** |
|------------|----------|
| Activate | Status is Suspended |
| Suspend | Status is Active |
| **Status** | **Description** |
|------------|-----------------|
| Active | Can be selected on templates. |
| Suspended | Hidden from new template lines. |
On the document (Sale Invoice and others), the buttons are Send Request, Approve, Reject, Cancel, Send For Revise, and optionally Edit. Those are documented on Multi Approval — Approval view & actions.
FAQ
Approval Stage here vs WorkFlow Approval Stage?
This list is one sign-off step on a voucher. HRMS WorkFlow Approval Stage is a process step on a WorkFlow Request and can include Create Delivery Note or similar buttons.
Can I reuse the same stage name in HR and Settings?
They are separate lists — names can match for clarity but records are not linked.
How many stages can a template have?
Add as many approval stages as needed on the Approval Template — each references a stage from this list.
Can I delete a stage used on a template?
Deletion may be blocked when approval templates reference the stage. Remove it from templates first.
Does stage order matter?
Yes. Template lines define sequence — the previous stage must be Approved before the next can be sent.
When should I allow document editing on revision?
Turn it on for early stages (for example Sales Manager) when approvers often send invoices back for rate or quantity changes. Leave it off on later finance or director stages if the document should stay locked.