Accounts payableApproval processesApproval policies

Processes and steps

Learn how the instances of the approval policies work and how to track the approval requests sent to the users.

Overview

Whenever a new approval policy is created, or a payable is created or updated, Monite checks if there is a match between the approval policy and the payable.

If a payable matches some approval policies’ trigger conditions, a new instance of the approval policy is created. This instance of approval policy applied to a payable is called a process.

Every process has approval steps, which are lists of all approval requests that will be created for a given process.

List all processes

To list all processes applied to a specific approval policy, call GET /approval_policies/{approval_policy_id}/processes:

curl -X GET 'https://api.sandbox.monite.com/v1/approval_policies/{approval_policy_id}/processes' \
     -H 'X-Monite-Version: 2024-05-25' \
     -H 'X-Monite-Entity-Id: ENTITY_ID' \
     -H 'Authorization: Bearer ACCESS_TOKEN' \
     -H 'accept: application/json' \

The successful response contains all the processes related to the provided approval policy:

{
  "data": [
    {
      "id": "3fa85f64-5717-4562-b3fc-2c963f66afa6",
      "status": "succeeded",
      "input": {},
      "error": {},
      "script_snapshot": true,
      "metadata": {},
      "created_at": "2023-04-05T19:09:35.111Z",
      "updated_at": "2023-04-05T19:09:35.111Z",
      "created_by": "3fa85f64-5717-4562-b3fc-2c963f66afa6",
      "updated_by": "3fa85f64-5717-4562-b3fc-2c963f66afa6"
    }
  ]
}

You can also check which approval policy applies to which payable in the responses from GET /payables and GET /payables/{payable_id}. The approval policy ID is stored in the approval_policy_id field of the Payable object.

Steps

Approval steps, or just steps, contain the current state of all approval requests created for a given approval process and sent to the users. To check all the steps of a specific process, call GET /approval_policies/{approval_policy_id}/processes/{process_id}/steps:

curl -X GET 'https://api.sandbox.monite.com/v1/approval_policies/{approval_policy_id}/processes/{process_id}/steps' \
     -H 'X-Monite-Version: 2024-05-25' \
     -H 'X-Monite-Entity-Id: ENTITY_ID' \
     -H 'Authorization: Bearer ACCESS_TOKEN' \
     -H 'accept: application/json' \

The successful response contains the current status of all the steps required for a given approval policy:

{
  "data": [
    {
      "object_id": "3fa85f64-5717-4562-b3fc-2c963f66afa6",
      "required_approval_count": 1,
      "status": "approved",
      "user_ids": ["3fa85f64-5717-4562-b3fc-2c963f66afa6"],
      "approved_by": ["3fa85f64-5717-4562-b3fc-2c963f66afa6"],
      "rejected_by": null
    }
  ]
}

Retrieve a process

To get information about a specific process, call GET /approval_policies/{approval_policy_id}/processes/{process_id}.

Cancel a process

To cancel a specific process, call POST /approval_policies/{approval_policy_id}/processes/{process_id}/cancel.