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Administrator Guide
Last Updated: 2025-03-14
Reference: Workflow Approval Criteria

Reference: Workflow Approval Criteria

Option
Description
Eligible Approval Types
Examples
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 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 a 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
  • Subdivision
  • Region
  • Location
You can use this criteria to specify it the approval rule should run if the item has the specified location, region, subdivision or country or whether it doesn't. Parameter order from the most specific to the least is:
  1. Location
  2. Region
  3. Subdivision
  4. 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 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 evaluate it 'individually', meaning – the rule should run if any of the value you specified on the criteria is present.
Job Publish
Job Change
Offer Release
Offer Acceptance
Onboarding
Work Order Modification
Work Order Reopen
Work Order Termination
Timesheet
Worker Profile Creation
Worker Profile Date Change
Worker Profile Termination
SOW Acceptance
SOW Change Order
SOW Payment
SOW Adjust Approved Payment
Scheduled Payments (Milestone)
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 Publish
Job Change
Offer Release
Work Order Modification
Work Order Termination
Work Order Reopen
Timesheet
Scheduled Payments (Milestone)
The approval rule should run if the item has the job category specified. You would select:
  • Applies if Condition is
    :
    True
  • Job category
    :
    Specify a Job Category in the tenant
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 certain module.
Job Publish
Job Change
Offer Release
Offer Acceptance
Onboarding
Work Order Modification
Work Order Termination
Work Order Reopen
Timesheet
Worker Profile Creation
Worker Profile Date Change
Worker Profile Termination
SOW Work Order End
The approval rule should run if the item submitted for 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.
Job Publish
Job Change
Offer Release
Offer Acceptance
Onboarding
Work Order Modification
Work Order Termination
Work Order Reopen
Expenses & Adjustments
Worker Profile Creation
Worker Profile Date Change
Worker Profile Termination
SOW Acceptance
SOW Change Order
SOW Closure
SOW Work Order End
SOW Reopen
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.
Job Publish
Job Change
Offer Release
Offer Acceptance
Onboarding
Work Order Modification
Work Order Termination
Work Order Reopen
Timesheet
Expenses & Adjustments
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 (doesn't matter if it's an increase or decrease).
  • The work order bill rate is specifically increased or decreased.
  • The work order bill rate is specifically increased or decreased by X 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 Termination
Work Order Reopen
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