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How to Set Approval Expenses and Deals on Qontak CRM

Article author
Learning Center Mekari
  • Updated

The Approval Expenses and Deals feature in Qontak CRM can be accessed via Profile Settings. Approval can be used if your company has expenses and/or deals that require review and approval from someone with a certain position or team.

Important
Prerequisites for using approval:
1. Make sure you have a "Team" which can be found in "Profile Settings". Check out the guide here.
IMPORTANTAPPROVALCRM (1).png
2. Make sure you have set the “Staff level” which can be found in “Edit user”. Check out the guide here.
IMPORTANT APPROVALCRM (2).png

Following are the steps to activate and manage approval for expenses and deals.

A. Approval Expenses

  1. In your Qontak CRM, click on Profile and select Profile settings.
    CRMAPPR1. png
  2. Then, click Approval.
    CRMAPPR2. png
  3. Click the Expenses tab. On this tab, you can set approval based on Update and Create activities.Click "Edit settings" based on the activity that you will set.
    CRMAPPR3. png
  4. Then, you will be redirected to the following page.
    CRMAPPR4. png
    Information:
    No. Name of Button/Column Description
    1 Enable approval You can click this button to activate and deactivate approval. If approval is active, then you can start making arrangements.
    2 Auto ascend Activate Auto ascend if there is no approver serving above the employee. So, approval is automatic.
    3 Add approval layer Click to add an approval layer. So, the layer will appear as follows.
    CRMAPPR5. png
    • Setting: You can choose options:
      • Upper position in primary team: Approver is an individual who holds a position higher than the applicant in their main team which is determined based on 'staff level'
      • Upper position in selected team: Approver is the individual who holds the top position above the applicant in the selected team which is determined based on 'staff level'. If you use this setting, you must choose a team that gives approval.
      • Selected user: Approver is a specific individual that you directly select based on their name.
    • Value: Select an option for each setting you have selected. You can select a specific (x) upper position for Upper position in primary team and Upper position in selected team. If you choose the Selected user setting, then you can choose the name of the approver directly.
    • “-” icon: Click this icon if you want to delete the layer. 
  5. If the settings are set, click "Save settings".

B. Approval Deals

  1. In your Qontak CRM, click on Profile and select Profile settings.
    CRMAPPR1. png
  2. Then, click Approval.
    CRMAPPR2. png
  3. Click the Deals tab. In this tab, you can see a list of Setting Deals that you have made. You can also edit the Setting Deals list that you have made by clicking the “Pencil” icon or delete it by clicking the “Trash can” icon.
    CRMAPPR6. png
  4. If you want to make a new setting, click "Add setting".
    CRMAPPR7. png
  5. Then, you will be redirected to the following page.
    CRMAPPR8. png
    Information:
    No. Name of Button/Column Description
    1 Name settings Enter a name for the setting here.
    2 Auto ascend Activate Auto ascend if there is no approver serving above the employee. So, approval is automatic.
    3 Activity (Create/Move) To allow users to specify when an approval workflow should be triggered based on a specific action:
    • Create: Workflow approval will be active if a deal is made at each stage.
    • Move: Workflow approval will be active when a deal is moved from one stage to another.
    4 Pipeline Choose which pipeline to give this setting to.
    5 stages Select what stage will be given in this setting.
    6 Add approval layer Click to add an approval layer. So, the layer will appear as follows.
    • Setting: You can choose options:
      • Upper position in primary team: Approver is an individual who holds a position higher than the applicant in their primary team.
      • Upper position in selected team: Approver is the individual who holds the upper position over the applicant in the selected team. If you use this setting, you must choose a team that gives approval.
      • Selected user: Approver is a specific individual that you directly select based on their name.
      • Selected product category: Approver is a specific individual who is selected based on a certain product category.
    • Value: Select an option for each setting you have selected. You can select a specific (x) upper position for Upper position in primary team and Upper position in selected team. If you choose the Selected user setting, then you can choose the name of the approver directly.
    • “-” icon: Click this icon if you want to delete the layer.
  6. If the settings are set, click "Save settings".

This is a guide on managing approval expenses and deals on Qontak CRM.

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