Users with the Manage Settings permission can assign and update invoice approval group membership directly within Apperio, from the Settings area.
Changes to approval group membership take effect immediately and are automatically reflected on any existing invoices that are currently in the approval workflow.
Who can use this feature?
This feature is available to users with the Manage Settings permission. If you do not have this permission and need to make changes to approval groups, speak to your Apperio administrator.
Viewing and editing a user's approval groups
You can view and update approval group membership for any user from their profile in User Management.
How to edit approval groups for an existing user
- Go to Settings → User Management.
- Click on the user you want to update.
- Select the Approval Groups tab from their user profile.
- The tab displays the approval groups the user is currently a member of.
- Click Edit Groups to open the Edit Groups modal.
- Select or deselect approval groups as needed. A user can be a member of multiple groups.
- Click Save Groups to apply the changes.
Note: The Save Groups button is disabled until a change has been made. Changes are applied immediately once saved, and existing invoices in the approval workflow are updated automatically.
Assigning approval groups when inviting a new user
When inviting a new user to Apperio, you can assign them to approval groups as part of the invitation workflow. This is the third and final step of the Add User flow.
How it works
- Go to Settings → User Management and click Add User.
- Complete Step 1 (user information) and Step 2 (general access and folder access) as normal.
- On Step 3 — Approval Groups, select any approval groups you want to assign the new user to. This step is optional; you can proceed without selecting any groups.
- Click Send Invitation to send the invite and apply any group assignments.
Approval group assignments made during the invitation workflow are applied at the point the invitation is sent.
Frequently asked questions
Can a user be a member of more than one approval group? Yes. A user can be assigned to multiple approval groups at the same time.
Do changes take effect straight away? Yes. When you save changes to a user's approval groups, those changes apply immediately. Any invoices that are currently in the approval workflow are also updated to reflect the new group membership.
What if I make a mistake? You can return to the user's Approval Groups tab at any time and update their group membership using the Edit Groups modal.
What does the "Manage all invoices" toggle do? This toggle, visible on the Approval Groups tab, grants the user the ability to approve, reject, or query any invoice regardless of the approval stage. Use this for users who need oversight across the full invoice workflow.