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.

2. Make sure you have set the “Staff level” which can be found in “Edit user”. Check out the guide here.

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.
   
2. Then, click Approval.
   
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.
   
4. Then, you will be redirected to the following page.
   
   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. 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.
   
2. Then, click Approval.
   
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.
   
4. If you want to make a new setting, click "Create approval".
   
5. Then, you will be directed to the following page.
   
   Description:
   

   No.	Button Names	Descriptions
   1	Deal approval name	Fill in the approval name here.
   2	Activity (Creation/Stage move)	To allow users to specify when an approval workflow should be triggered based on a specific action: Creation : The approval workflow will be active if a deal is made at each stage. Stage move: The approval workflow will be active if a deal is moved from one stage to another.
   3	Pipeline	Select which pipeline to assign these settings to.
   4	Stages	Select which stage to apply this setting to.
   5	Approval type (Sequential/Parallel)	There are 2 types of approval that you can choose, which consist of: 1. Sequential approval type: Approvals are processed one by one in a predetermined order. In this case, the previous layer must approve before the next layer is notified to review and approve the request. 2. Parallel approval type: Approval requests are sent to all layers simultaneously and allow each layer to review and approve or reject the request at the same time.

6. Next, click “Add layer” to manage Approval layers. 
   
7. If there is no approver serving above the employee, set Auto Ascend to make approval automated. 
   
8. Then specify the Criteria for Approval layers. In this case, you can select the approver criteria option that will approve the Deals that have been created.
   

   Criteria options include:
   - Upper position in primary team: Approver is an individual who holds a higher position than the applicant in their primary team.
   - Upper position in selected team: Approver is an individual who holds a higher position than the applicant in the selected team. If you use this setting, you must select the team that is giving the approval.
   - Selected user: Approver is a specific individual that you select directly by name.
   - Selected product categories: Approver is a specific individual that is selected based on a specific product category.

9. Then specify the Approvers or roles that will approve. Select the options for each Criteria you have selected. You can select (x) specific upper positions for Upper position in primary team and Upper position in selected team. If you choose the Selected user setting, then you can select the approver name directly.
   
10. You can now add more than one Approver for a Selected product category, and specify which approvers should approve each layer.
    
    
    

    - All selected Approvers or at least 1 approver must approve the layer.
    - If you select All approvers per layer, then everyone on that layer must give approval to proceed to the next layer.
    - If you select Any approver per layer, then at least 1 user on each layer must give approval to proceed to the next layer. This option is only displayed if there is more than one approver on each layer (for example, the 2nd layer only has Rizal Chandra as Approver, so this option will be hidden).
    

11. If the settings are appropriate, then click“Save settings”.
    

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