Approval and Notification History

Application records the approval and rejection history of a Payables invoice that passes through the Invoice Approval Workflow process.

Here’s how you can view the Approval and Notification History for an invoice.

Go to Navigator > Payables > Invoices.
Open an existing invoice and go to the Hold and Approvals tab.

The Approval and Notification History section has the following columns:

Column name	Definition
Workflow Type	Name of the workflow
Line	Line number for line-level approval
Action	Date when the assignee performed an action on the workflow approval notification
Approver	Name of the approver
Reviewed Amount	Invoice amount at the time of approver’s response
Comments	Comments provided by the approver on the invoice
Hold Reason	Hold reason (displays if the invoice has a hold)

Approval History Actions

After a user submits an invoice for approval, the application records every action taken on the invoice (including the submission). Here’s a list of actions that you might see.

Action	Meaning
Initiated	Approval notification is created because an invoice is submitted for approval.
Assigned to	Approval notification is assigned to an approver.
Withdrawn	Submitter has withdrawn the invoice for approval.
Resubmitted	Invoice is resubmitted for approval after rejection or being withdrawn.
Automatic approved	Invoice is autoapproved because of a configured rule.
Automatic rejected	Invoice is autorejected because of a configured rule.
Acquired by	Approval notification was initially assigned to 2 approvers, but one of them has claimed it by taking an action first.
Comments updated	Comments are added to the approval notification during the approval process.
Attachments updated	Attachments are added to the approval notification during the approval process. Note: The application doesn’t record history for any attachments added while submitting the invoice for approval.
Information requested by Information requested from	Approver has requested more information from the user who submitted the invoice. Approver’s action is recorded as Information requested by and a new row is created for the submitter with action as Information requested from.
Information submitted by Information submitted to	Submitter has entered comments and attachments in response to the request for more information. Submitter’s action changes to Information submitted by and the invoice is reassigned to the approver with action as Information submitted to.
Delegated by Delegated to	Pending Approval notification is delegated by the current approver to a different user. New assignee’s name is recorded as the Approver.
Reassigned by Reassigned to	Approver has reassigned the approval notification to a different user after adding some comments. New assignee’s name is recorded as the Approver.
Escalated by Escalated to	Invoice approval task was escalated by the user, or the application based on the deadline task setup.
Approved	Invoice was approved by the approver.
Rejected	Invoice was rejected by the approver.
Manually approved	Invoice was force approved by a user with administrator privileges.
Expired	Approval task was expired by the application because of no response by the approvers by the time task deadline arrived.

The application updates the Approver column every time an action is performed, with the name of the user who performed the action or to whom the action is assigned. The application records Workflow system as the approver in these cases:

Approval notification is autoapproved or autorejected because of a predefined rule.
Approval task was escalated by the application based on the task deadline setup.
Approval task was expired by the application because of no response after the stipulated deadline has passed.