Your role in Datamolino decides which approval actions you can take, from submitting documents to running admin overrides.
Who can do what
👉 Which role can do what in approval?
The table shows every approval action and the role that can perform it:
Action | Admin | User | Approver-only |
Submit for approval | Yes | Yes | No |
Approve if assigned to that stage | Yes | Yes | Yes |
Approve as admin (override) | Yes | No | No |
Reassign or Reset approval | Yes | No | No |
Edit workflows (Manage workflows) | Yes | No | No |
See Exceptions tab | Yes | No | No |
Export to accounting software | Yes | Yes | No |
The Approvals module showing the tabs visible to an Admin - Awaiting, Approved, Rejected, Exceptions, and the Manage workflows button.
The Approvals module showing the tabs visible to Users/Approvers-only - Awaiting, Approved, Rejected tabs.
The Approver-only role
Approver-only is a new role in Approval workflows, for people who review documents but do not process them. An Approver-only user only sees documents where they are the named approver on the current active stage, not the full folder document list.
👉 What can an Approver-only user do?
Open the Approvals module and see the folder's Awaiting / Approved / Rejected tabs.
See documents assigned to them on an active stage.
Click Approve or Reject on those documents (Reject requires a short reason).
👉 What can an Approver-only user not do?
Submit a document for approval - the button is not available to them.
Export documents to accounting software.
Use any admin tools (Approve as admin, Reassign, Reset approval).
Open Manage workflows or see the Exceptions tab.
Self-approval
👉 Can I approve a document I submitted myself?
It depends on the workflow path, not your role. Self-approval is a per-path setting that is on by default; when it is off on a path, the submitter sees the Approve and Reject buttons disabled and someone else must act. This affects the roles that can both submit and approve - Admin and User. Approver-only users cannot submit, so it does not apply to them.
To see these actions in detail, see Admin tools: Approve as admin, Reassign, Reset, Submitting a document for approval, and Approving and rejecting documents.