How to Set Up the Approval Process
  • 18 Jul 2022
  • 3 Minutes to read
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How to Set Up the Approval Process

  • Dark
  • PDF

Use Order Approval to define how many levels of approval you want to use, and the minimum dollar amounts for each level of approval.

  • Order Approval is Optional. Any number of users may or may not be assigned as approvers, and you can decide whether or not to require order approval.
    See Business Cases below to help determine whether or not you want to use this option.
  • One or more users must be designated as Approvers in order to define an Approval Process. You can make this designation when Creating a New User, or by Editing an Existing User.
  • If a user's approver is not available to review and approve or reject an order, the order will remain in pending approval status. In these instances, a Store Admin can assign a different approver.
  • Approvers are manually assigned by the store admin.
  • To Approve pending orders, go to the storefront, log in to your profile and select the Orders for Approval tab. Then click on the order number, select whether or not to approve, add any desired comments and click Submit.
  • To edit the emails that are sent to buyers, go to Store View > Users > Order Approval. The email templates are listed here and can be edited as needed.

Before setting up the Order Approval process, make sure the following are true:

  • A store is available in the organization.
  • At least one product has been created at the organization level and pushed to the store.
  • At least two store users have been created. (While setting up the approval process, at least one user will be assigned as an approver and one user will be assigned to that approver.)
  • Accepted Payment Methods have been defined. Note that Order Approval flow can be enabled for all payment methods or for specific methods. i.e. approval is needed for a points order over $500, but not for a credit card order.

The Approval Process

  1. In the Store View navigate to Users > Order Approval.
  2. Select payments methods that require order approval.
  3. Define Approval levels. (Having multiple approval levels does not create a hierarchy. See the example below.)
  4. Navigate to Users > Manage Store Users to configure order approval settings.
    1. Click Edit User (Pencil icon).
    2. Under Approval Level select the level of approval this user will be responsible for.

After designating approvers, complete the next step to assign approvers for different users.

  1. Go to Users > Manage Store Users.
    1. Click Edit User (Pencil icon).
    2. Under Approver For This User designate the level of approval required for this user and select their approver from the drop-down.

Once you have assigned users who will act as approvers, you can repeat step 5 as many times as needed to complete the process.

After Step 5 is complete, users can log in to their dashboard and view orders that are pending approval and/or approve or reject orders if needed.

Business Cases

  • Sam is an employee. He is not an approver. He needs his manager to approve anything that he purchases through the store.
  • Blake is a manager. She would approve any orders made by her team, regardless of their amounts. Blake is the sole approver for her team.
  • Alex is a Director. If any of of their direct reports place an order of $500 or more, Alex would review and approve that order if they agree with it. Whenever Alex places an order with a total amount of $2000 or more, the CFO of the company would need to approve the order.
  • There may be Users in the system/store that do not require any approvals.


Having multiple approval levels does not create a hierarchy. You may choose to create a hierarchy, however there is no assigned hierarchy built into the flow. For Example, manager Blake is a Level 2 Approver. Her superior, Alex, is a director. Alex must approve any order placed by Blake that is over $2000. Alex may be a Level 1, 2, or 3 Approver and would still approver Blake's orders because they are assigned to do so.

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