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Documentation Index

Fetch the complete documentation index at: https://docs.dualentry.com/llms.txt

Use this file to discover all available pages before exploring further.

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How to Configure Approval Workflows

Approval workflows in DualEntry enforce review gates before records can be posted. You define who needs to approve, under what conditions, and what happens when someone is unavailable.

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Workflow Setup and Record Types

You manage approval workflows from Settings → Approval Workflows. The list view shows every workflow in your tenant, grouped by record type. From here you can create a new workflow, edit an existing one, or toggle a workflow between active and inactive states. Each workflow targets a single record type. DualEntry supports workflows on these record types: bill, invoice, journal entry, purchase order, sales order, bank transfer, intercompany journal entry, contract, customer credit, vendor, and customer. You create one or more workflows per record type, and each workflow can have its own conditions for when it applies.
You can deactivate a workflow without deleting it. Deactivated workflows stop applying to new records but remain visible for historical reference.

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Defining Stages and Approvers

A workflow consists of one or more sequential stages. At each stage, one or more approvers must act before the record advances to the next stage. You assign approvers in three ways:
  • Specific user - select an individual by name.
  • Workflow role - assign a role (configured under user roles and permissions), and any user holding that role can approve.
  • Manager of creator - DualEntry automatically routes to the record creator’s direct manager.
When all stages pass, the record’s approval status moves to approved and it becomes eligible for posting. If any stage is rejected, the record returns to the submitter for revision.

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Conditional Routing

You can route records to different workflows-or different stages within a workflow-based on conditions. Conditions include:
  • Amount thresholds - for example, bills over 10,000requireVPapprovalwhilethoseunder10,000 require VP approval while those under 10,000 need only a manager.
  • Company/entity - route based on which entity the record belongs to.
  • Classification values - route based on department, project, or any other classification dimension.
When multiple workflows match a record, DualEntry applies the highest-priority workflow. You set priority order by dragging workflows in the list view.

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Approver Actions and Delegation

At each stage, an approver can take one of four actions:
  • Approve - advance the record to the next stage (or to approved if this is the final stage).
  • Reject - return the record to the submitter with a required comment.
  • Request changes - flag specific fields that need correction without fully rejecting.
  • Delegate - reassign the approval to another user.
Delegation is particularly useful for vacation coverage. An approver can delegate their pending approvals to a colleague for a specified date range. Delegated approvals still carry the original approver’s name in the audit trail alongside the delegate’s.

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Audit Trail and API Access

Every approval action is logged with a timestamp, the acting user, the action type, and any comments. This audit trail is immutable and accessible from the record’s history tab or from the global audit trail. The API exposes endpoints for programmatic access to approval data. Use /public/v2/workflows/execution-states/ to track where a record sits in its workflow, /public/v2/workflows/actions/ for the full action history, and /public/v2/workflows/roles/ for managing workflow roles. The /public/v2/workflows/ endpoint lets you list and filter workflows by company_id, record_type, and is_active. You can integrate this into external systems to programmatically check which workflows are active or to build custom dashboards that surface pending approvals across your organization. For details on how approval actions interact with the broader permission model, see user roles and permissions.
Last modified on May 28, 2026