Approval Workflow for Leave

An approval workflow is a step-by-step process where a request (like an expense, Manual entry) is reviewed and approved by the right people before it’s finalized.

1. Click on the profile Icon.

2. Select admin settings.
3. Select Approval workflow.

4. Click on the new button.
5. Select Leave in the approval module and add the title name in the Approval name.

6. Choose Employee, Team or All Employees.Add in Configuration: Parameter:

• Leave Duration
• Leave Type

7. Who can approve?

• Select Auto Approval (If it should be auto approved)
• Select Auto Reject (If it should be auto rejected)
• Select Configure Approvers(If there are multiple approvers as per the hierarchy)

8. Default Case.

• Select Auto Approval (If it should be auto approved)
• Select Auto Reject (If it should be auto rejected)
• Select Configure Approvers(If there are multiple approvers as per the hierarchy)

Flowace allows upto five levels of approver to configure.

9. Click on the dropdown and select Manual entry to see the saved approval name.

How Approval Logic Works?

Overview

This Logic explains how the Leave Approval Workflow determines which approver will handle a leave request when multiple approval configurations are present.

Key Concepts

• Approval Configuration: A set of rules defining when and who can approve a leave request.
• Condition Parameters: Criteria (e.g., leave type, employee role, duration) that must match the leave request.
• Approver Assignment: Defines who is eligible to approve the request once the condition parameters match.
• Default Configuration: A fallback approver rule if no configured conditions are met or valid approvers are found.

Approval Logic Flow

When a user submits a leave request:

Step 1: Evaluate Each Configuration Block in Sequence

1. Start checking from the first configuration block.
2. For each block:

• Check if the condition parameters match the leave request.
• If not matched, move to the next configuration block.
• If matched, go to Step 2.

Step 2: Determine Approval Action Based on “Who Can Approve”.

There are three options in the "Who Can Approve" setting:

1. Auto Approved

If the condition parameters match and the action is set to Auto Approved:

• The leave request is automatically approved.
• No approver interaction is required.

2. Auto Rejected

If the condition parameters match and the action is set to Auto Rejected:

• The leave request is automatically rejected.
• No approver interaction is required.

3. Custom Approver

If the condition matches and the action is set to Custom, the request goes to specified approvers.

• Available Custom Approver Types:
• Reporting Manager
• Team Manager
• Hierarchy (Full) – All managers in the reporting line
• All Admin
• Custom Approver – Specific users or roles
• You can choose any combination of the above.
• If you select 4 approvers, for example, the request will go to all 4, in the order you defined.
• The approval process will proceed sequentially (one approver at a time).
• If one approver approves, it moves to the next in line.

Special Rule:

• If the requestor is also listed as an approver, that approver is skipped.
• The request automatically moves to the next valid approver.

Step 3: Default Configuration (Fallback)

If no configuration matches the request, or a matching configuration is found but:

• Action is Custom and no valid approver is found (e.g., all approvers skipped),
• Then the request is routed to the Default Approver Configuration.

Logic Summary Flowchart

User submits leave request
        |
        V
[Check Config Block 1]
        |
        ├── If condition match?
        |         ├── Yes ──> Action?
        |         |       ├── Auto Approve → Auto approved
        |         |       ├── Auto Reject  → Auto rejected
        |         |       └── Custom       → Check approvers
        |         |                            ├── Valid approvers?
        |         |                            |     ├── Yes → Start approval chain
        |         |                            |     └── No  → Go to Default
        |         └── No  ──> Next config block
        |
[No config matched or no valid approver] 
        |
        V
Route to Default Approver

Important Notes

• Configurations are checked in order, top to bottom.
• The first matching configuration with a valid approver wins.
• If no config matches or approver check fails, the request will use the Default Configuration.
• Always ensure at least one fallback/default approver is defined to avoid approval deadlocks.

How to configure User Policy – Weekly Off, Holiday & Leave Configuration?

How to apply Leave on Flowace?

Leave Management FAQ

Updated on: 21/08/2025