# Apstiprināšanas darbplūsmas {% stepper %} {% step %} #### **When You need it** You need confirmation flows when invoices and [Purchase orders](/fitek-learning-space/latvian-latviesu/purchase-orders/what-are-purchase-orders.md) must be approved by the right people in the right order. Confirmation flows let You decide once how approvals work in Your company, then Fitek applies that logic automatically to every document. You avoid manually chasing "who needs to approve this next?" and reduce approval mistakes and bottlenecks. {% endstep %} {% step %} #### **How flows are applied?** When a confirmation flow is set in Autotransactions under Automation, Fitek applies it to documents [automatically](/fitek-learning-space/latvian-latviesu/purchase-invoices/automatizacijas.md). If no flow is defined there, the confirmation flow must be selected or adjusted manually on the document by a user with the appropriate role (for example, Assigner or Administrator). {% tabs %} {% tab title="Creation" %} {% embed url="" %} {% endtab %} {% tab title="Approving" %} {% embed url="" %} {% endtab %} {% endtabs %} {% endstep %} {% step %} #### **Who can create and maintain confirmation flows?** Company-wide confirmation flows are managed in **Settings → Confirmation flows**. Only users with the **Administrator role** can: * Create new confirmation flows ([Add new](/fitek-learning-space/latvian-latviesu/purchase-invoices/apstiprinasanas-darbplusmas/add-new.md)) * Edit existing flows (add/remove/replace approvers, change steps) * Export the list of flows * Delete flows that are not in use {% hint style="info" %} On **individual invoices (and** [**purchase orders**](/fitek-learning-space/latvian-latviesu/purchase-orders/what-are-purchase-orders.md)**)**, users with **Approver + Assigner**, **Approver + Assigner + Completing workflow**, or **Administrator** roles can change the confirmation flow (for example, replace an approver, add someone before/after them, or adjust the chain) for that one document. {% endhint %} {% endstep %} {% step %} *** #### Replace user Sometimes a specific approver should no longer be in a confirmation step – for example, they left the company, changed role, or are no longer responsible for that cost center. In those cases You don’t want to rebuild the whole flow, You just want to **swap one person for another**. For that You want to use [**Replace user**](/fitek-learning-space/latvian-latviesu/purchase-invoices/apstiprinasanas-darbplusmas/replace-user.md) option. *** #### Delete a confirmation flow {% endstep %} {% step %} You can **only** delete flows that are **not in use**: * If a flow is used by **automation rule(s)** (e.g. Autotransactions), the **Delete** option is greyed out.\ \ “Flow is in use by automation rule(s) and cannot be deleted”.

* To delete an **unused flow**, click the **delete icon** at the top-right of the flow block. * You get a prompt:\ “Are you sure You wish to do this?" #### → **No / Yes** * “Yes”: * All approvers and steps are removed, * The flow itself is deleted, * You are taken back to the main **Confirmation flows** page {% hint style="info" %} **Pro tip – prefer deactivating instead of deleting** If You don’t want users to use a confirmation flow anymore, but You still want to **keep its structure for later**, You can: * Turn the **Active** toggle **OFF** on the flow. When **Active = OFF**: * The flow is **not shown** in the confirmation flow dropdown on invoices. * It is **not offered** when creating new Autotransaction steps. This is a safer option than deleting when: * You might need the flow again in the future, or * The flow is still linked to automations and therefore can’t be deleted. *** You can deactivate a confirmation flow even if some invoices are already using it. Deactivation only stops the flow from being used on new invoices and automation rules; invoices already in progress keep their current flow and can be completed normally. {% endhint %} {% endstep %} {% step %} *** #### Change the Confirmation flow order If You have the right permissions (typically as an Administrator), You can change the order of approvers in two main places: **1. Pre-made workflows** * **Where:**\ Go to the main menu in Fitek and select **Settings** → **Confirmation flows** * **How:**\ Find the workflow You want to edit and You’ll see the list of users in the current approval order. Here, You can **drag and drop** users to rearrange the order, add new approvers, or remove existing ones. {% hint style="success" %} **When to use?**\ Use this when You want to change the standard approval process for all future invoices assigned to this workflow. For example, if Your company’s approval chain changes due to a new hire or a role change {% endhint %}

**2. On a specific invoice** * **Where:**\ Open the invoice You want to work with. Look for the **Confirmations** block.

* **How:**\ Click the pencil (edit) icon in the Confirmations block. You’ll see the current approval flow for this invoice. Here, You can **drag and drop** users to change the order, add parallel approvers, or remove someone if needed. {% hint style="success" %} **When to use:**\ Use this when You need to make a one-time change for a specific invoice - maybe someone is out of office, or this invoice needs a special review.
{% endhint %} {% endstep %} {% endstepper %}

*** #### **Key concepts**

Concept	Definition
Step	One stage in the approval chain. Example: Step 1 = Office manager, Step 2 = Accounting team.
Approver	A user assigned to a step who can confirm, skip, or reject a document.
Role	The permission level of a user. Roles determine what actions they can take (assign, approve, complete workflows). See User roles.
Static flow	Same approvers in every step, regardless of document amount. Good for small teams or fixed approval processes. Read more.
Dynamic flow	System automatically removes approvers whose monetary limit is higher than the invoice total. Good for companies with clear approval limits. Read more.
Parallel approval	Multiple approvers in the same step confirm at the same time, not one after another. Read more.
X of Y approval	Only X out of Y approvers need to confirm (not all). Example: "2 of 3 managers must approve." Read more.

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