Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2026-09-18
Create Approval Criteria

Create Approval Criteria

You must have the
approval_rules.write
 permission.
Approval criteria enables you to configure what conditions need to be met in order for the approval rule to run.
Some approval criteria may exist in your tenant by default. You can create additional approval criteria as needed at any time.
Example: To ensure the approval rule runs if the item's budget is modified, you would select the Budget is Modified
Criteria Type
, an
Applies if Condition is
True
, and a
Budget Change Type
 of
Any
.
  1. From the header, select
    More
    Company Settings
    .
  2. Under
    Organization
    , click
    Workflow Approvals
    .
  3. On the
    Criteria
     tab, click
    Create
    .
  4. As you create a criteria, consider:
    Option
    Description
    Eligible Approval Types
    Examples
    Bill Rate Exceeds Amount
    Rule is applied when the bill rate exceeds this amount compared to bill rate on job, offer, or work order.
    Job Publish
    Job Change
    Offer Release
    Offer Acceptance
    Onboarding
    Work Order Modification
    Work Order Reopen
    Work Order End
    SOW Work Order End
    The approval rule should run if the bill rate on the item exceeds $15. You would select:
    • Applies if Condition is
      :
      True
    • Budget Exceeds By
      : USD
      15
    Bill Rate Offered is Different from the Job Bill Rate
    Rule is only applied if the bill rate amount set in the offer release differs from the amount on the job post.
    You can use this criteria to specify if the bill rate offered to the candidate, within the
    Offer Release
     page, is modified from the initial bill rate on the job published.
    Offer Release
    The approval rule should run if the
    Offer Release Bill Rate
     is modified. You would select:
    • Applies if Condition is
      :
      True
    • Bill Rate Change Type
      :
      Any
    The approval rule should run if the work order bill rate is increased by at least 5% compared to the bill rate on the job. You would select:
    • Applies if Condition is
      :
      True
    • Bill Rate Change Type
      :
      Increase
    • Change Amount
       drop-down:
      Percentage
    • Change Amount
      :
      5
    Budget is Modified
    Rule is only applied if the total budget amount is modified.
    You can use this criteria to specify if the approval rule should run if:
    • The item's budget is modified, whether an increase or decrease.
    • The item's budget is specifically increased or decreased.
      • The item's budget is specifically increased or decreased by a set amount.
    Job Change
    Job Publish
    Offer Release
    Offer Acceptance
    Onboarding
    Work Order Modification
    Work Order Reopen
    SOW Acceptance
    SOW Change Order
    Statement of Work Payment
    The approval rule should run if the item's budget is modified. You would select:
    • Applies if Condition is:
      :
      True
    • Budget Change Type
      :
      Any
    The approval rule should run if the item's budget is increased by at least 5%. You would select:
    • Applies if Condition is
      :
      True
    • Budget Change Type
      :
      Increase
    • Change Amount
       drop-down:
      Percentage
    • Change Amount
      :
      5
    Budget Exceeds Amount
    Rule is only applied if the item's budget exceeds the threshold amount you specify.
    You can use this criteria to specify if the approval rule should run if the budget exceeds the amount specified or not.
    Job Publish
    Job Change
    Offer Release
    Offer Acceptance
    Onboarding
    Work Order Modification
    Work Order Termination
    Work Order Reopen
    SOW Acceptance
    SOW Change Order
    Statement of Work Offer Acceptance
    The approval rule should run if the item's budget exceeds $500. You would select:
    • Applies if Condition is
      :
      True
    • Budget Exceeds By
      :
      500
    The approval rule should run if the item's budget does not exceed $500. You would select:
    • Applies if Condition is
      :
      False
    • Budget Exceeds By
      :
      500
    Expense Report Type
    Rule is only applied if the expense report type submitted for approval has the report type specified.
    You can use this criteria to specify if the approval rule should run if the item submitted for approval has the
    Expense Report Type
     specified or not.
    The
    Expense Report Type
     drop-down displays information from the
    Report Types
     list on individual tenants. You can review the list by navigating to
    More
    Company Settings
    Accounting
    Expenses & Adjustments
    Report Types tab
    Expenses & Adjustments
    The approval rule should run if the item submitted is a miscellaneous adjustment without a work order. You would select:
    • Applies if Condition is
      :
      True
    • Report Type
      :
      Misc. Adjustment without Work Order
    Expense Report Type is Expense
    Rule is only applied if the expense report type purpose is expense.
    You can use this criteria to specify if the approval rule should run if the item submitted for the approval is an expense report or not.
    Expenses & Adjustments
    The approval rule should run if the item submitted is an expense report. You would select:
    • Applies if Condition is
      :
      True
    Expense Report Type is Miscellaneous Adjustment
    Rule is only applied if the expense report type purpose is miscellaneous adjustment.
    You can use this criteria to specify if the approval rule should run if the item submitted for approval is a miscellaneous adjustment or not.
    Expenses & Adjustments
    The approval rule should run if the item submitted is miscellaneous adjustment. You would select:
    • Applies if Condition is
      :
      True
    Geographic Location
    Rule is only applied if the item is in a specific geographic area you specify:
    • Country
    • Subdivison
    • Region
    • Location
    You can use this criteria to specify if the approval rule should run if the item has the specified location, region, subdivision, or country or whether it doesn't. Parameter order from most specific to least is:
    • Location
    • Region
    • Subdivision
    • Country
    Expenses & Adjustments
    Job Publish
    Job Change
    Offer Release
    Onboarding
    Work Order Modification
    Work Order Reopen
    Work Order Termination
    Timesheet
    Worker Profile Creation
    Worker Profile Termination
    Worker Profile Date Change
    Offer Acceptance
    Scheduled Payments (Milestone)
    SOW Acceptance
    SOW Change Order
    SOW Closure
    SOW Work Order End
    SOW Payments
    SOW Reopen
    SOW Adjust Approved Payment
    The approval rule should run if the item has a location within the United States. You would select:
    • Applies if Condition is
      :
      True
    • Country
      :
      USA
    Item has Charge Code
    Rule is only applied if the item has the charge code value you specify.
    Job Change
    Job Publish
    Offer Acceptance
    Offer Release
    Onboarding
    Scheduled Payments Approval (Milestone)
    SOW Acceptance
    SOW Adjust Approved Payment
    SOW Closure
    SOW Payments
    SOW Reopen
    SOW Work Order End
    Timesheet
    Work Order End
    Work Order Modification
    Work Order Reopen
    Worker Profile Creation
    Worker Profile Date Change
    Worker Profile Termination
    Item has Custom Field
    Rule is only applied if the item has the custom field value you specify. You can only single-select, multi-select, and boolean for this criteria.
    You can use this criteria to specify if the approval rule should run if:
    • The custom field is present on the form with the value specified on the criteria.
    • The custom field on the form is going to be changed to the value specified on the criteria.
    • The custom field is present specifically on the contractor's profile with the value specified on the criteria. This is a very special scenario that can be used to trigger multiple approval rules. Refer to the second example for more information.
    Note: You can specify multiple custom field values for the criteria. However, we will evaluation individually, meaning the rule should run if any of the values you specified on the criteria are present.
    Job Change
    Job Publish
    Offer Acceptance
    Offer Release
    Onboarding
    Scheduled Payments (Milestone)
    SOW Acceptance
    SOW Adjust Approved Payment
    SOW Change Order
    SOW Payment
    Timesheet
    Work Order Modification
    Work Order Reopen
    Work Order Termination
    Worker Profile Creation
    Worker Profile Date Change
    Worker Profile Termination
    The approval rule should run if a
    Work Order Custom Field
     with the specified value is present on the form. You would select:
    • Applies if Condition is
      :
      True
    • Custom Field
      :
      Select a Work Order Custom Field
    • Value
      :
      'Specify the Value(s) that needs to be 'met in order for the Rule to run.
    The approval rule should run if a contractor has the custom field specified on their
    Contractor Profile
    . You would select:
    • Applies if Condition is
      :
      True
    • Custom Field
      :
      Select a Contractor Profile Custom Field
    • Value
      :
      'Specify the Value(s) that needs to be 'met' in order for the Rule to run.
    • Is Custom Field on Worker's Record?
      :
      Yes
    For programs that have enabled the
    Workday Integration
    , the approval rule should run if a Workday Custom Field with the specified value is present on the form. You would select:
    • Applies if Condition is
      :
      True
    • Custom Field
      :
      Select a Workday Custom Field
    • Value
      :
      'Specify the Value(s) that needs to be 'met' in order for the Rule to run.
    Item has Job Category
    Rule is only applied if the item has the job category you specify. You can use this criteria to specify if the approval rule should run when the item has the job category specified.
    Job Change
    Job Publish
    Offer Release
    Scheduled Payment (Milestone)
    Timesheet
    Work Order Modification
    Work Order Reopen
    Work Order Termination
    The approval rule should run if the item has job category specified. You would select:
    • Applies if Condition is
      :
      True
    • Job Category
      :
      Specify a Job Category in the tenant
    Item Has Job Type on Job Template
    Rule is only applied if the item has the job type you specify.
    Job Change
    Job Publish
    Offer Acceptance
    Offer Release
    Onboarding
    Scheduled Payments Approval (Milestone)
    Timesheet
    Work Order End
    Work Order Modification
    Work Order Reopen
    The approval rule should run if the item has the specified
    Job Type
     on the
    Job Template
    .
    Module
    Rule is only applied if the item belongs to the module you specify. You can use this criteria to specify if the approval rule should run if the item submitted for approval belongs to a specific module.
    Job Change
    Job Publish
    Offer Acceptance
    Offer Release
    Onboarding
    SOW Work Order End
    Timesheet
    Work Order Modification
    Work Order Reopen
    Work Order Termination
    Worker Profile Creation
    Worker Profile Date Change
    Worker Profile Termination
    The approval rule should run if the item submitted for the approval belongs to the SOW Module. You would select:
    • Applies if Condition is
      :
      True
    • Module
      :
      Statement of Work
    Submitted has a Specific Role or Role Tag
    Rule is only applied if the user submitting the change has the role or role tag you specify assigned to their user profile.
    You can use this criteria to specify if the approval rule should run when the submitter has a specific role or role tag specified. Note that both role and role tag are optional parameters.
    Expenses and Adjustments
    Job Change
    Job Publish
    Offer Acceptance
    Offer Release
    Onboarding
    SOW Acceptance
    SOW Change Order
    SOW Closure
    SOW Reopen
    SOW Work Order End
    Work Order Modification
    Work Order Reopen
    Work Order Termination
    Worker Profile Creation
    Worker Profile Date Change
    Worker Profile Termination
    The approval rule should run if the submitter has an MSP Role on their user profile. You would select:
    • Applies if Condition is
      :
      True
    • Role
      :
      MSP
    • Other parameters can be left blank.
    Or
    • Applies if Condition is
      :
      True
    • Role Tag
      :
      Program Team
    • Other parameters can be left blank.
    The approval rule should run if the submitter has a
    Time & Expense
     approver role on their user profile, but for a different organization unit than the item. You would select:
    • Applies if Condition is
      :
      True
    • Role
      :
      Time & Expense Approver
    • Ignore Business Unit on Item?
      :
      Yes
    Submitter is also Resource Manager
    Rule is only applied if the user submitting the change is the resource manager of the item.
    You can use this criteria to specify if the approval rule should run when an item is submitted by the item's Resource Manager for approval or not.
    Expenses & Adjustments
    Job Change
    Job Publish
    Offer Acceptance
    Offer Release
    Onboarding
    Timesheet
    Work Order Modification
    Work Order Reopen
    Work Order Termination
    Worker Profile Creation
    Worker Profile Date Change
    Worker Profile Termination
    The approval rule should run if the submitter is the Resource Manager of the item. You would select:
    • Applies if Condition is
      :
      True
    Work Order Bill Rate is Modified
    Rule is only applied if the work order bill rate is modified.
    You can use this criteria to specify if the approval rule should run if:
    • The work order bill rate is modified, whether increase or decrease.
    • The work order bill rate is specifically increased or decreased.
      • The work order bill rate is specifically increased or decreased by a set amount.
    Offer Release
    Onboarding
    Work Order Modification
    Work Order Reopen
    The approval rule should run if the work order bill rate is modified. You would select:
    • Applies if Condition is
      :
      True
    • Bill Rate Change Type
      :
      Any
    The approval rule should run if the work order bill rate is increased by at least $10. You would select:
    • Applies if Condition is
      :
      True
    • Bill Rate Change Type
      :
      Increase
    • Change Amount
      :
      10
    Work Order Date is Extended
    Rule is only applied if the work order end date is extended.
    You can use this criteria to specify if the approval rule should run when a work order end date is extended or not.
    Offer Release
    Work Order Modification
    Work Order Reopen
    Work Order Termination
    Worker Profile Date Change
    The approval rule should run if the work order end date is extended. You would select:
    • Applies if Condition is
      :
      True
  5. Click
    Save
    .