Threshold-Based Approvals for Entity and Organization Workflow Groups

Overview

Aclarian now supports threshold-based approvals in Entity and Organization workflow groups. This enhancement provides more flexibility and control over approval routing by allowing organizations to define approval behavior based on a threshold amount.

With this update, you can configure threshold groups within Entity and Organization workflows so approvals align more closely with your organization’s requirements.

Quick links

What is new

This enhancement introduces several new capabilities for Entity and Organization workflow groups:

threshold-based approval routing
configurable approval counts for threshold and non-threshold users
an option to include or exclude non-threshold users when the threshold is met
clearer approver labels throughout the system
automatic approver recalculation when workflow conditions change
dashboard updates that remove unnecessary pending approvals once a section is complete

How threshold-based approvals work

You can now define a threshold amount for approvals within Entity and Organization workflow groups.

This allows you to separate approvers into two sections:

Non-threshold users
Threshold users

Example

If the threshold is set to $5,000:

forms below the threshold can be approved by non-threshold users
forms that meet or exceed the threshold can require approval from threshold users

This setup gives you more control over which users are involved based on the total amount of the form.

New Configuration Options:

Threshold Amount

You can set a threshold amount that determines when threshold approvers are required.

This is useful when:

lower-dollar transactions follow a simpler approval path
higher-dollar transactions require additional review

Configurable Approval Counts

You can define how many approvals are required for:

the non-threshold section
the threshold section

The system validates the setup to make sure the required approval count does not exceed the number of distinct users in each section.

This helps prevent invalid workflow configurations.

Include Non-Threshold Users option

A new toggle allows you to choose whether non-threshold users should still be included when the threshold is met.

If this option is enabled

non-threshold users remain part of the approval path
threshold users are also included when required

If this option is disabled

only threshold users are required when the threshold is met

This gives you flexibility in how approvals should behave for higher-value transactions.

Clear approver labels

Approver names now include labels throughout the system for improved clarity.

Examples include:

Non-threshold
Threshold

These labels appear in:

forms
workflow history
emails
dashboards

This makes it easier to understand each approver’s role in the workflow.

How approvals behave when forms are edited

If a form is edited while it is already in workflow, the approver list will automatically recalculate.

This applies when key workflow-related values change, such as:

the form amount
GL Fund
GL Department

The recalculation ensures the approval path reflects the most current threshold and workflow group settings.

Important: This helps keep routing accurate when changes affect whether the threshold is met or whether workflow criteria still apply.

Dashboard updates

The “Needs your approval” dashboard has been updated to better reflect completed approval sections.

Once a section meets its required number of approvals:

remaining users in that section are removed from the dashboard
only users still needed for approval remain visible

This helps reduce dashboard clutter and makes it easier to identify which approvals still require action.

Important Notes:

Existing groups are not automatically changed

Existing Entity and Organization workflow groups will continue to function as they did before this enhancement.

If you choose to add threshold settings to a workflow group, that group will then use the new functionality.

Forms supported by this enhancement

This enhancement applies to:

Check Request
Invoice Approval with PO
Quick Pay

How threshold matching is evaluated

Threshold approval logic applies when at least one GL matches the workflow settings for Fund-Department.

When this happens, the system uses the total amount on the form to determine whether the threshold is met.

The system does not use only the amount tied to the matching GL line.

Note: This distinction is important when reviewing why a workflow triggered threshold approvals.

Summary

Threshold-based approvals for Entity and Organization workflow groups provide greater control over how forms are routed for approval.

With this enhancement, you can:

define threshold amounts
assign threshold and non-threshold approvers
configure required approval counts
choose whether non-threshold approvers remain involved above the threshold
rely on automatic recalculation when workflow conditions change
view clearer approval information across forms, emails, workflow history, and dashboards

This update helps organizations create approval workflows that are more precise, easier to manage, and easier to understand.