What this article covers
What auto-approval does and how it works
Where to enable or disable the setting
What conditions must be met for a document to be auto-approved
Known limitations
How to check if a document was auto-approved
What is the Auto-approval in Datamolino?
The Auto-Approval feature is designed to save time by automatically approving documents from specific suppliers or customers. Once a document reaches the "Ready" status, the system handles the approval process without requiring manual intervention.
Where to find the Auto-approval setting?
You can manage the Auto-approval setting in two locations:
Document Detail Page: A quick-access toggle "Auto-approval" in the contact automation section.
Automation Contacts: Found under Folder Menu-> Accounting & Automation-> Automation contacts, where you can edit the contact's automation.
Capabilities and Limitations of Auto-approval
Are there any criteria for auto-approval of documents?
Yes, to be auto-approved, a document must meet the following criteria before it completes datacapture:
The folder has to have the approval feature turned on.
The document's contact must have an existing pairing to a Xero/Quickbooks/FreeAgent contact (Supplier or Customer).
The Xero/Quickbooks/FreeAgent contact must have the Auto-approved toggle enabled.
The document must be successfully extracted as "Ready".
Are there any limits to auto-approval of documents?
Yes, auto-approval of documents in Datamolino has the following limits:
If the document doesn't meet the auto-approval criteria, it is not auto-approved.
The criteria need to be met before the document is processed, not after (e.g. turning on Auto-approval only once the document is ready won't result in auto-approval).
Auto-approval doesn't consider whether the coding (ledger account, tax code etc.) was applied or whether the checksum has any discrepancy.
Auto-approval in Datamolino is completely unrelated to the approval status of the bill exported to Xero. That is governed by the "Approval status" setting selected for the document or supplier.
It is not possible to enable or disable Auto-approval in bulk for multiple contacts at once.
Any user of the folder can enable or disable Auto-approval. No possibility to limit access to the Auto-approval setting.
Where can I see that a document was auto-approved?
You can see if a document was auto-approved in the Audit trail of the document (below the PDF of the document) as a message "Document auto-approved".
Why wasn't a document auto-approved?
If a document wasn't auto-approved, check the following:
The folder has to have the approval feature turned on.
The document's contact must have an existing pairing to a Xero/Quickbooks/FreeAgent contact (Supplier or Customer).
The Xero/Quickbooks/FreeAgent contact must have the Auto-approved toggle enabled.
The document must be successfully extracted as "Ready"
All the above conditions had to be met before the document was even processed.
Why wasn't a document auto-approved in Xero too?
Auto-approval in Datamolino is completely unrelated to the approval status of the bill exported to Xero. That is governed by the "Approval status" setting selected for the document or supplier.
Why was a document with no coding or with misaligned checksum auto-approved?
Auto-approval doesn't consider whether the coding (ledger account, tax code etc.) was applied or whether the checksum has no discrepancy. It is not in scope of the auto-approval feature.
Why is the document showing a specific user as the submitter if it was approved automatically?
In the case of auto-approval, the system records the document uploader (or folder owner) as the "Submitter," but the auto-approval itself is performed by the system.
Will my document be auto-approved if I move it to another folder?
Yes, your document will be auto-approved if you move it to another folder and the document then meets the auto-approval criteria in the folder:
The folder has to have the approval feature turned on.
The document's contact must have an existing pairing to a Xero/Quickbooks/FreeAgent contact (Supplier or Customer).
The Xero/Quickbooks/FreeAgent contact must have the Auto-approved toggle enabled.
The document must be successfully extracted as "Ready".
Where can I review if a contact has auto-approval turned on?
To review if a contact has auto-approval turned on, go to:
Any document of that contact and see if the Auto-approval toggle is turned enabled.
Look up the contact in Accounting & Automation - Automation contacts.