Configuring Approval Flows

Setting up and managing scenario approval workflows

Approval flows route scenarios through multi-level review before implementation. As an admin, you configure global approvers in Settings and document how scenario-specific approvers work.

The 4-Level Approval System

Levels 1 & 2: Global Approvers — Set in Settings > General > Approval Workflows; apply to all scenarios org-wide.

Levels 0 & 3: Scenario-Specific Approvers — Set per scenario when submitting; apply to that scenario only.

Approval order: Level 0 (scenario-specific, first) → Level 1 (global) → Level 2 (global) → Level 3 (scenario-specific, last)

You don't have to use all levels. Most organizations use only Levels 1 and 2.

Configuring Global Approvers (Levels 1 & 2)

1. Settings > General > scroll to "Approval Workflows"

2. Click "Add Level 1 Approver" > select user(s)

3. Click "Add Level 2 Approver" > select user(s)

4. Enable "Lock Scenarios Upon Submission" (strongly recommended — prevents edits during review)

5. Save

With multiple Level 1 approvers: Any one approver can approve to advance; if any rejects, the scenario is rejected.

Typical approvers:

• Level 1: HR Business Partners, Department heads

• Level 2: CFO, CHRO, COO — whoever has final budget authority

Setting Scenario-Specific Approvers (Levels 0 & 3)

Done by the scenario creator at submission time, not in Settings:

1. Open scenario > OpEx Panel > scroll to bottom > Configure Submission

2. Set Level 0 (first approver, e.g., direct manager) and/or Level 3 (final approver, e.g., executive sponsor) if needed

3. Add justification explaining the scenario purpose, headcount change, and cost impact

4. Click Submit

The Approval Process (Approver's View)

1. Approver receives notification (email or in-app)

2. Opens scenario > views OpEx Panel

3. Reviews each change (green = add, red = reduce, blue = modify) and cost/headcount impact

4. Approves (✅) or Rejects (❌) each change with a reason

5. Clicks Send Decision

Important: Currently all-or-nothing — if any change is rejected, the entire scenario is returned to the creator.

After Rejection

Scenario unlocks and returns to the creator with approval history intact. The creator revises and resubmits. Previously approved positions stay approved on resubmission — approvers only need to review new or changed items.

Common Approval Designs

Simple (2-level): Level 1 = HR Business Partner; Level 2 = Finance Director. For small/mid organizations.

Standard (3-level): Level 1 = Department heads (any one can approve); Level 2 = Finance; Level 3 (scenario-specific) = Executive sponsor for major changes.

Complex (4-level): Level 0 = Manager of scenario creator; Level 1 = VP; Level 2 = CFO; Level 3 = Executive committee. For large enterprises with strict governance.

Troubleshooting

Problem	Solution
Scenario stuck in approval	Follow up with approver directly; admin can reassign if urgent
Scenario not locking after submission	Enable "Lock Scenarios Upon Submission" in Settings > General
Approver can't find the scenario	Verify approver has access to that org scope and is assigned at the correct level
Need partial approval (approve some, reject others)	Not currently supported; workaround: split into multiple smaller scenarios

Related Articles

• Scenario Approvals (User Guide)

• Admin Overview

• Access Groups