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Conditions are the When part or an Approval Policy Rule.
A Condition consists of a parameter, operator, and value.
Parameters are the defining part of the Condition. Parameters decide who the Rule applies to.
The Parameter in a rule can be either of the following:
- Department: Set the Approval Policy for every employee in the department. Say the Department is set to Marketing, every User with Marketing set as their department will be counted in.
- Category: Define an Approval Policy based on the GL Category provided while requesting the expense. Say requests with ‘45003 Advertising’ as Category can be set to be approved by the head of Marketing. Say the internal policy requires in our organization requires software subscriptions to be vetted by the IT security team. In such a scenario configure a member of the IT security team as the Approvers for requests where the category is ‘45003 Software Subscription’.
- Line level tag: Set GL Line level tags as the condition for the Approval Policy.
- Transaction level tag: Set GL Transaction level tags as the condition for the Approval Policy.
- Service: The tool/service the employee is requesting. Say for all the requests for Apple and Microsoft, you can set members of the IT team as Approvers.
- Requester: Set the Approval Policy employee-specific. Say requests from Tim, the head of IT in your organization, should be approved by the CTO.
- Spend Requested: The amount requested to spend on the expense. Say a request is placed for over $5000, the CFO can be the approver.
The Operator connects the Parameter with the Value. Based on the Parameter, the operator will be:
|Department||Is/Is not/Is neither of/Is either of|
|Category||Is/Is not/Is neither of/Is either of|
|Service||Is/Is not/Is neither of/Is either of|
|Requestor||Is/Is not/Is neither of/Is either of|
|Spend Requested||Equal to/Greater Than/Greater Than or Equal to/Less than/Less than or Equal to|
The Is neither of and Is either of Operators help you avoid repeating Rules and Operators. This will help create more compact rules which are easy to create and maintain.
For example, when Virtual Cards are created for critical services like AWS, Salesforce, or Google, the VP should sign off on them. Here’s how you can create an Approval Policy for that using the Is either of Operator:
The Value field will change based on the chosen Parameter. Here’s what the Values will be listed based on the Parameter set.
|Department||Departments created in Airbase.|
|Requestor||Users in Airbase|
|Spend Requested||Dollar amount|
A Rule can have up to four conditions.