When approval is enabled on a folder, no one can export a document to your accounting software until it is Approved - but you can always bulk export to file at any stage.
What changes when approval is on
Approval creates a gate before export to accounting.
👉 What can I export at each stage?
Ready - Instead of submitting docs for approval, admins can export them to accounting software (individually or in bulk). Docs will be recorded as having "skipped" approval.
Awaiting approval - Doc can be exported to file only, not to accounting software.
Approved - export to accounting normally by admins and users (automatically, if Auto-export is on for the path).
Rejected - bulk export to file only, until it is resubmitted and approved.
👉 Does approval affect export to file?
No. Bulk export to file is always available regardless of approval status. Approval only gates the export to your connected accounting software.
Exporting an approved document
👉 How do I export a document once it is approved?
An Approved document exports like any other - select it and use your normal export to accounting action. If the folder has Auto-export after approval on, Datamolino sends it automatically the moment it is approved. See Auto-export after approval.
Skip approval and Export (admins)
Admins can bypass the approval requirement for a single document with Skip approval and Export, sending it to accounting without going through the workflow.
👉 How can I skip approval in bulk?
Admins can skip approval in bulk by using the Bulk review button to export documents to accounting software.
👉 How does Skip approval and Export work?
It is available to Admins only, not Users or Approver-only users. It does not create an approval record and does not move the document to Approved - it exports directly. This is different from Approve as admin, which first approves the document and then allows a normal export. The document is labels as "skipped".
👉 When should I use it?
Use it for a one-off: a document that was never submitted and must be exported urgently, or an exception that does not warrant resetting and resubmitting.
Frequently Asked Questions
👉 Can a regular user export without approval?
Users cannot export to accounting without approval when the folder has approval enabled - they can bulk export to file only. Admins and can use Skip approval and Export as a one-off override.
👉 Why is the export to accounting option unavailable?
If a document is Ready or Awaiting approval and the folder has approval enabled, export to accounting is not available. Submit it and wait for Approved, or, as an Admin who needs it immediately, use Skip approval and Export.
For the full approval process, see Approving and rejecting documents.