Changing Signers and Pre-Approvers

Overview

• Who can sign a line changes right away, on every request.
• Which lines a request has is set when it’s submitted. New sign rules, amount conditions and category pre-approvers apply to new requests.
• Paid requests never change.

In the examples below, a struck rule or signer was removed and a bold one was added.

Changing a Category’s Pre-Approver

Requests that are already submitted keep the pre-approver they had and are not affected. To complete the signing: the old pre-approver can sign or a bookkeeper can bypass the pre-approver to skip collecting that signature.

Removing a Sign Rule

Any open requests with the newly removed rule drop that line and proceed as if it were never there. Signed requests keep the old line.

Adding an Alternate

Someone added to Signers and alternates of an existing rule can sign waiting requests, and those requests show up in their Queue.

They are not emailed about requests that already went out to the other signers on that line. A bookkeeper can send them the email by opening the request, clicking the envelope on the signature line, and clicking Send Email.

Removing a Signer or Alternate

Someone removed from a rule is dropped from the associated lines on all pending requests. Completed signatures they already gave stay.

Adding a Backup

A backup only steps in when every main signer on the line is recused. If a request is already in that state, the new backup can sign it but is not emailed. A bookkeeper can send them the email from the envelope, the same as for an alternate.

Adding a Sign Rule or Changing a Condition

Requests that are already submitted keep the signature lines they had. Only new requests get the change.

Editing a Request

When an open request is edited or moved to another category, its signature lines are rebuilt from your current setup:

• Signed lines stay.
• Unsigned lines that no longer apply are dropped.
• New lines are added, and their signers are emailed.

Raising the total also clears the signatures already on it.

When the Person Changes

If a new person takes over a position, change the email on the role, or have the outgoing person hand it off. The role keeps its place on every sign rule. If the email address changes, the new address is emailed about each request already waiting on the role. Signatures the previous person gave stay.

Removing a role also removes any sign rule where it was the only signer, as in Removing a Sign Rule. On a rule with alternates, the role comes off the rule.

Related Articles

• Setting Up Your Signing Workflow
• Pre-Approvals: How Category-Specific Signing Works
• Managing Roles and Permissions