When an approver is unavailable, Cortena can delegate approval rights to the next tier in your approval matrix, so invoices do not stall in Waiting for approval.
Who this is for: Department heads and finance admins using multi-step approval workflows who need backup approvers during absence.
1. Approval matrix basics
Your approval matrix (spreadsheet or configured rules) defines:
- Tiers · for example manager → finance director → CFO
- Thresholds · amount limits per tier
- Assignees · named users per tier
Workflow Approval nodes read this matrix to set who can complete each step. See Approval matrix.
2. Delegate to tier approvers
Delegation lets a tier approve on behalf of a missing assignee when your matrix allows it:
- Invoice sits in Waiting for approval.
- Eligible delegate (next tier or configured backup) opens the invoice.
- Delegate completes approval. It is logged with their user name in Activity.
Delegation does not bypass thresholds. A €50k invoice still needs the correct tier unless matrix rules explicitly allow escalation.
3. Configure in workflow
In Settings → Workflow, ensure:
- Approval node has enforce approval enabled
- Assignee resolution uses the matrix (not an empty assignee list)
- Success edge leads to next step (export or second approval)
Empty assignees block completion. Fix matrix sync before go-live.
4. Revert and re-approve
If the wrong person approved, an admin may revert the approval step (see Workflow configuration) and route again.
Quick reference
| Topic | Guidance |
|---|---|
| Matrix source | Spreadsheet / tenant approval config |
| Delegate | Next-tier approver when allowed |
| Audit | Activity shows who approved |
| Stuck invoices | Check assignee list + matrix sync |