What is an approval setup

The Approval Setup section in Vault Synapse allows administrators to define formal approval workflows across multiple modules within the organization. These workflows help ensure that important actions—such as approving budgets, invoices, projects, or marketing activities—are reviewed by the appropriate individuals or teams before moving forward. 

By customizing approval settings per module, entity, or user, organizations can maintain governance, transparency, and compliance across their business processes. All modules listed in the Approval Setup menu on the left can be managed independently by adding, editing, or removing approval rules and users.

How to add a new approval setup

To add a new approval setup for a selected module, click the Add New button in the top-right corner of the screen. A modal window will appear. 

Fill out the following fields: 

• Entity Type (required) – Automatically populated based on the current module but can be changed if needed. 
• Goal Approver Points (required) – Define the number of points required for the approval, either manually or using the counter. 
• Approval For – Choose the entity to which this approval setup applies. 

Click Save to confirm and apply the new setup.

How to add a new user in approval setup 

To assign a user to an approval setup: 

1. Click the : action icon next to the entity name.
2. Select Add New. 

In the modal window, complete the following fields: 

• User (required) – Select a user from the dropdown list. 
• Approval Limit – Set the user’s maximum approval threshold. 
• Budget Limit – Define the budget limit the user can approve. 
• Self Approval Limit – Set the limit for approvals made by the user for their own actions. 
• Points for Approver – Assign a point value to the user’s approval authority. 

Click Save to add the user to the approval workflow. 

Approvals can be configured either at the module level (granting access to the entire module) or at a more granular level (granting access only to specific entities within a module).

When you click the action button next to a module, the user is granted approval for the whole module. If you click the action button next to a company, the user is granted approval only for that company.

Example: If you grant approval at the Business Trips module level, the user will be able to access Business Trips data across all companies. If you instead grant approval only for Company A under the Business Trips module, the user will have access to Business Trips data for Company A only, while other companies remain restricted.

How to edit an approval setup 

To modify an existing approval setup: 

• Click the action icon next to the relevant company and select Edit. 
• The current setup will open in editable mode. 
• Make any necessary changes to fields like approval points or company assignment. 

Note: The Entity Type field cannot be edited—it reflects the module currently in use. 

Click Save to apply the changes. 

Approvals can be configured either at the module level (granting access to the entire module) or at a more granular level (granting access only to specific entities within a module).  

When you click the action button next to a module, the user is granted approval for the whole module. If you click the action button next to a company, the user is granted approval only for that company. 

Example: If you grant approval at the Business Trips module level, the user will be able to access Business Trips data across all companies. If you instead grant approval only for Company A under the Business Trips module, the user will have access to Business Trips data for Company A only, while other companies remain restricted. 

How to delete an approval setup 

To remove an approval setup: 

• Click the action icon next to the company you want to remove. 
• Select Delete. 

A warning message will appear. Confirm by clicking OK to permanently delete the approval setup. 

How to edit a user in an approval setup group 

To update a user’s approval parameters: 

• Locate the user in the list and click the action icon at the end of the row. 
• Select Edit. 

The user’s settings will open in a modal window. Adjust values such as approval limits or points as needed. 

Note: The User field is locked and cannot be changed during editing. 

Click Save to apply changes. 

How to delete a user from an approval setup group 

To remove a user from the approval setup: 

• Click the action icon next to the user’s row. 
• Select Delete. 

A confirmation message will appear. Click OK to remove the user from the approval setup.