What this article covers
This article explains how to enable auto-submit for approval on a folder, which documents are affected, and how the feature interacts with other Datamolino settings such as auto-export, document locking, and ledger account and tax code application.
How do I get documents to be submitted for approval automatically?
To have documents submitted for approval automatically, you need to enable the "Auto-submit for approval" setting on the relevant folder. Once enabled, any document that successfully finishes processing ("Ready") in that folder will be automatically submitted for approval - without any manual action required.
To enable auto-submit for approval, have the administrator of the folder follow these steps:
Go to the Folder Menu -> Accounting&Automation.
In the Approval section, find the "Auto-submit for approval" option and enabled it.
Save your settings.
From that point on, newly processed documents in that folder will be submitted for approval as soon as processing completes.
Why can't I access the Auto-submit for approval setting?
If you can't access the Auto-submit for approval setting, it means you are not an administrator of the folder. Ask an administrator of the folder to change the settings for you. More about roles here.
Will all documents be submitted for approval automatically?
All documents in the "Ready" state will be automatically submitted for approval if the Auto-submit for approval setting is enabled. Documents in the "Data duplicate" or "Not extracted" state won't be automatically submitted for approval.
Why was a document automatically submitted for approval, which I did not want?
All documents in the "Ready" state will be automatically submitted for approval if the Auto-submit for approval setting is enabled. This applies also to documents which were moved to the folder from other folders.
Why can't I enable auto-submit for my folder?
If you can't enable auto-submit for your folder, there are 2 possible reasons:
You don't have administrator access rights to the folder. (The Approval setting section will be completely blank.)
You have "Block editing after submission" enabled. Auto-submit and "Block editing after submission" can't be used together.
Why can't I enable "Block editing after submission" when I have "Auto-submit for approval" enabled?
"Auto-submit for approval" and "Block editing after submission" can't be used together. Only one of them can be enabled at a time.
Will documents be auto-submitted for approval if I move them to or from another folder?
Yes, if the destination folder has "Auto-submit for approval" enabled, the documents moved to it will be automatically submitted for approval.
Will the ledger account and tax code be applied when a document is auto-submitted for approval?
Yes, the ledger account and tax code will be applied when a document is auto-submitted for approval when the supplier or customer has been already paired with the Xero/Quickbooks/FreeAgent contact with pre-saved coding.
What happens if I have auto-export enabled for a supplier and I use auto-submit for approval?
If you have auto-export enabled for a supplier and you use auto-submit for approval, the document will be auto-exported from the "Ready" state without going through the approval process.
Will the document be automatically approved also in Xero if I use auto-submit for approval in Datamolino?
No, the approval in Datamolino is independent from the approval status of the document once exported to Xero. To manage the approval status of exports to Xero, change the setting "Approval status" for the document or supplier.
