User guide

Introduction

aprovaAI organizes purchase orders, expenses, travel requests, and other internal requests into an approval flow with steps — instead of email, spreadsheets, or a chat group. Each company (called a tenant in the system) has its own users, request types, and workflows, isolated from other companies that also use the platform.

Within a company, each person has one or more roles:

The same person can hold more than one role — for example, a manager is often both a Requester and an Approver.

Getting started

Log in and create your company

If your company doesn't use aprovaAI yet, whoever is setting up the system creates the account via Register company, on the login screen — this creates the company and the first admin account.

If your company already uses the system, you'll receive a login email and password from your administrator — just sign in with those credentials.

Dashboard overview

After logging in, the dashboard shows four numbers: how many requests you've created, how many are pending your decision, and how many were approved or rejected.

At the top, the menu leads to Requests (your lists) and, if you're an Admin, to the Admin configuration section. On mobile, this menu is behind the ☰ icon.

For requesters

Create a request

1. From the dashboard or the request list, click New request.
2. Choose the request type (e.g., Purchase Order). The fields below change based on the type chosen.
3. Fill in the title, description, and, if required by the type, the value — the value determines which step the request goes to (see how steps work).
4. Fill in that type's specific fields (e.g., vendor, justification) and attach files if needed.
5. Click Submit request. It's created and sent to the workflow's first approver right away.

Track the status

In Requests → My requests you see all your orders with their current status:

Pending waiting on a decision from an approver · Approved completed, all steps decided · Rejected an approver declined the request.

Opening a request, you see, on the right side, every step of the workflow, who needs to decide, and what's already been decided — including the comment from whoever approved or rejected it.

Comment and adjust

Every request has a comment area visible to the requester, the step approvers, and any added observer. Use it to ask questions or justify something without needing a separate email.

If an approver uses the Request changes option, the request returns to draft with a comment explaining what needs to change — edit and resubmit it when ready.

Cancel a request

As long as the request hasn't been fully approved or rejected, the requester can cancel it at any time using the Cancel request button on the detail screen. Once completed (approved or rejected), it can no longer be canceled.

For approvers

See what's pending for you

The Requests → Pending for me tab shows only the requests waiting on your decision at the current step — other approvers and the rest of the flow don't show up here, just what's yours right now.

Approve, reject, or request changes

Opening a request pending for you shows a decision block with three options:

• Approve — the comment is optional; the request moves to the next step (or is completed, if this is the last one).
• Request changes — comment required; sends the request back for the requester to revise.
• Reject — comment required; closes the request as rejected.

How steps work

Each request type follows a workflow configured by the administrator, with one or more steps in sequence. A request only moves to the next step after the current one is approved — if it's rejected at any step, the flow ends there.

Steps can have a value rule: for example, a two-step workflow can have its second step (leadership) activated only when the request's value exceeds a set threshold — smaller requests are completed at the first step already.

Administration

The screens in this section live under Admin, in the top menu, and only appear for whoever has the Administrator role.

Request types

A request type defines the name, description, and the specific fields the requester will fill in (in addition to the standard fields: title, description, value, and attachments).

1. In Admin → Request Types, click New type.
2. Give it a name (e.g., "Travel Authorization") and a short description.
3. In Add field, create as many fields as make sense: label, type (short text, long text, number, date, selection, or yes/no), and whether it's required.
4. Save. The type is now available for whoever creates a request — but only once it has a configured workflow (next section).

Request types can be deactivated (without deleting the history) in Admin → Request Types, if they stop being used.

Workflows and value rules

A workflow links a request type to a sequence of approval steps. Each request type always has a single active workflow at a time.

1. In Admin → Workflows, click New workflow and choose the request type.
2. In Add step, create each step in the order it should happen.
3. For each step, choose the approvers (one or more people) and, if you want, a minimum and/or maximum value range — the step is only activated if the request's value falls within it.
4. Save. Activating a new workflow automatically deactivates the previous one for that same type — requests already in progress continue on the workflow they were created with.

Users and roles

In Admin → Users, you create new accounts (name, email, and a temporary password) and set each person's roles — the same ones from the table in the introduction. A person can have more than one role checked at the same time.

Only people with the Approver (or Admin) role show up as available to be chosen as a step's approver when configuring a workflow.

Notifications

Notification center

The bell at the top of the screen shows how many unread notifications you have. Click it to see the most recent ones — each one takes you straight to the related request. Use Mark all as read to reset the count.

Enable push notifications

Beyond the bell inside the system, aprovaAI can notify you directly on your computer or phone — even with the tab closed — using browser push notifications.

1. At the top of the screen, click the "off" bell icon next to the notification bell.
2. The browser will ask for permission to show notifications — click Allow.
3. Done: that browser, on that device, now receives real-time alerts. Click the same icon again to turn it off.

FAQ