Limits, troubleshooting & FAQ
Limits and constraints
| Constraint | Detail |
|---|---|
| One active workflow per subject type | A document cannot be in two chains at once |
| Conditions read only what the trigger emits | A condition on an unsent key skips the step (see the warning above) |
| A step action cannot change a document’s status directly | Status changes go through the module that owns the document |
| Delegation originates with the delegator | You cannot assign someone else’s approvals to yourself |
| Skipping an unstaffed step is opt-in per subject type | Off by default; a parked document is safer than an auto-approved one |
| An approval decision is not the document’s status | They are two records, updated in sequence |
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| A high-value document was approved without the senior step | The step’s condition referenced a key the trigger does not send | Rebuild the condition from the listed keys; check the trail — the step will show as skipped |
| A document has been pending for days on nobody’s queue | The step resolved to zero approvers | Look in the parked queue; staff the role or name an approver |
| The approver cannot open the document | They are neither submitter, prior actor, nor designated approver | Assign them to the step, or grant approvals:read |
| Approved, but the document still shows the old status | The module has not applied the outcome yet, or it failed | Reopen the document; if it persists, report it — the outcome should always be applied |
| My approvals is empty but colleagues have work | You have approvals:read but not approvals:approve | These are different permissions |
| A delegation is not taking effect | It was created by the wrong person, or its dates have passed | Delegation must be created by the person whose approvals are being delegated |
Frequently asked questions
Where do approval requests come from? Either from a Workflow Management policy on a document type (invoice, PO, etc.), or from a request type’s configured approval chain when an employee submits an internal request from Self-Service.
What’s the difference between My Tasks and Sent? My Tasks are requests waiting on your decision. Sent are requests you submitted and are tracking through the chain.
Do I have to give a reason when rejecting? Yes — a reason is required on rejection so the requester understands what to fix and the audit trail is complete.
Can approvals have multiple steps? Yes. Both document policies and request-type chains support sequential steps (e.g. manager → role → panel), with an optional threshold condition on each step. The request only reaches a step once the one before it is approved.
What happens if one person in the approval chain rejects the request? The chain stops immediately at that step. Approvers later in the sequence never see it, and the requester is notified with the reason. To keep it alive instead, an approver can send it back for revision rather than rejecting it outright.
Can two different people approve at the same chain step, or does it have to be in strict order? Both are possible, depending on how that step is configured. A step can be a panel where any one of several people is enough, or a panel where every member must approve — but the order between steps is always strict; a later step never opens until the current one has fully cleared.
What happens to my expense claim once it’s fully approved? It’s automatically materialized into a real Expense record — line items, amounts, and receipts carry over, and it’s created already approved, so there’s no second approval on the Expense itself.
What’s a trip settlement and when should I use it instead of individual expense claims? It’s a way of chaining a business trip’s requests together — the trip request, an optional pre-approval, a cash advance, and a final reconciliation claim — so the whole trip is traceable as one thread and the settlement claim nets your actual spend against the advance you received. Use individual expense claims for one-off costs that don’t involve an advance.
What happens if an approver is on leave? Set up delegation so their approvals route to a stand-in, and SLA escalation forwards anything unactioned to a backup.
Is there a record of who approved what? Every request keeps a full audit trail — approver, timestamp, and comment at each step — for compliance and review.