Datamolino

Navigating Documents and Approvals

Approval workflows overview: How a document moves from Ready to Export through approval, the parts of a workflow, and who can do what.

Approval workflows overview

Create and configure approval workflows for a folder - set conditions, stages, edit permissions, and approvers.

Setting up an approval workflow

How Datamolino picks the approval workflow for a document: conditions, top-to-bottom matching, and the Default path.

How documents are routed to a workflow

Control which fields approvers can edit at each stage, and how Lock mode affects validation and editing rights.

Editing documents during approval

How to submit one or more Ready documents for approval, preview the matched workflow, and understand what happens next.

Submitting a document for approval

How to approve or reject documents in Datamolino, what happens at each stage, and how every decision is recorded.

Approving and rejecting documents

What Admins, Users, and Approver-only users can each do inside Datamolino's approval workflows.

Roles and permissions in approval

How folder admins can override, reassign, or reset an in-flight approval using the More actions menu.

Admin tools: Approve as admin, Reassign, Reset approval

Understand why documents land in the Exceptions tab and how admins can clear them using Reassign, Reset, or Approve as admin.

Fixing approval exceptions

When approval is on, users can only bulk export to file until a document is Approved. Admins can skip approval to export directly.

Exporting when approval is enabled

Turn on auto-submit so every document that reaches Ready is submitted to its approval workflow automatically, without manual action.

Auto-submit for approval

Mark a supplier as a trusted contact to have their documents approved automatically by the system, bypassing your folder's approval workflow entirely.

Auto-approval per supplier (Trusted supplier)

Turn on auto-export so approved documents are sent to your accounting software automatically - no manual step needed.

Auto-export after approval

Approval now includes optional multi-step workflows. What stays the same for current users, the few changes (including that approved documents are now locked), and what's new.

Approval workflows: what's changing, and what stays the same

Schvaľovanie teraz obsahuje voliteľné viacstupňové postupy. Čo zostáva pre súčasných používateľov rovnaké, niekoľko zmien (vrátane toho, že schválené dokumenty sú teraz uzamknuté) a čo je nové.

Schvaľovacie workflow: čo sa mení a čo zostáva rovnaké

How the Approval Audit Trail PDF works when exporting approved invoices from Datamolino to Xero, including what it contains and how it updates.

Approval Audit Trail PDF for Xero

A guide to approval notifications in Datamolino - what gets sent, when, to whom, how defaults are set, and how users, folder admins, and account managers each interact with them.

Approval Notifications

How to send a one-click reminder to the approvers a document is waiting on, and what to do if you need to notify more people or notify them sooner.

Approval Reminders

Lubica Jakubac

Tina

Alex

Step by step guide for working with Approval Workflows 

Approval Workflows

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