ApproveSimpleā„¢ Documentation Site

Welcome to the ApproveSimple documentation site. You'll find comprehensive guides and documentation to help you start working with ApproveSimple as quickly as possible, as well as support if you get stuck. Let's jump right in!

Get Started

From the Users Page of the Admin Console the OrgAdmin can:

  • Search Users and Sort Users by name, email, role, and last date invited
  • Add and delete Individual Users
  • Perform Batch Import of New Users
  • Import User Mappings
  • Invite Users to ApproveSimple
  • Export Users and their source system mappings to a CSV file

From an individual User's Detail Page, the OrgAdmin can:

  • Log that user out of ApproveSimple
  • Invite that individual to start using ApproveSimple user
  • Setup a Test Demo or Production Demo for a user who has an account
Accessing the Users page

Accessing the Users page

In order to receive and act upon approval requests from your organization's integrated application systems (a.k.a. source application systems), ApproveSimple users must be added to your organization via the Users page of the Admin Console.

User Registration

Two User Registration Methods are available:

Adding a Single User

  1. On the Users page, click the Add User option above the Users table:

A New User form is displayed, containing the sections:

  • General Details
  • Login Policies
  • User Mappings (for the Production Environment)
  • User Mappings (for the Test Environment)

General Details Section

In the General Details section, enter the details for the new user, according to the table below, including email, first name, last name and role:

Item
Description
Notes/Details

Email

The email the user will use to login to ApproveSimple.
This email is the user's unique ID in Approve Simple.

Note:
If the user has an Org Admin or Org Manager role, this email will also be used to login to the Admin Console

First Name

User's given name.

Last Name

User's family name.

Role

Select the user's role from the drop-down list. The user's permissions/privileges are those defined for the role.

Login Policies Section

In the Login Policies section, select the login policy for the ApproveSimple app.
If the user is an Org Admin or Org Manager then select a login policy for the Admin Console.

In all cases, select the login policy from the drop down lists. The Login Policies in the drop-down lists are the login policies defined in your organization.

Login Policies available to All Orgs

The following two ApproveSimple mobile app login policies are defined for and available in all organizations:

App Login Policy
Login Policy Details

Quick Policy

Only an email is required for logging in.

Password Policy

Both email and password are required for logging in.

ApproveSimple Admin Console
Login Policy Details
Detail

Password Policy

Both email and password are required for logging in.

Note: Quick Policy is not permitted for logging into the Admin Console

User Mappings Section

Users only receive approval requests from source application systems (a.k.a. integrated application systems) only if that source system is defined in Systems and the user has a system id mapping defined for that system on the user's page. See Systems for more information about adding source application systems.

To use the app, a user must be mapped to at least one source system that is connected to ApproveSimple or to Quick. A user can be mapped to more than one source system.

A list of connected source systems for your organization must be defined through the Admin Console Systems page. A field for each defined system is displayed as a potential user mapping field in the user Mappings section of each user's General Details page.

System ID Case Sensitivity

Source application system IDs are case sensitive. Any inaccuracy in entering the password will prevent mapping of the user to the application source system.

To map a single user to a source application system as an approver, enter the user's source application id in the source application field in the User Mappings section of the user's page.

Quick User Mappings

If your organization has ApproveSimple Quick Requests, every ApproveSimple user, even those who are not approving managers on your source application systems, will have a user mapping to Quick.

User Mapping Example

Suppose you are creating an ApproveSimple user for an approver in your company who receives approval requests from Coupa. That manager has a unique system ID within Coupa itself. (If the manager would not have an ID within Coupa, the manager wouldn't have been able to take actions on Coupa approval requests.)

In the User Mappings section, there will be a field labelled Coupa. It's there, because your it and the other User Mapping fields were configured via the Systems page of the Admin Console to enable authorized ApproveSimple users to work with approval requests from these systems through the ApproveSimple App.

To map a single user to Source Application System:

  1. In the User Mappings section of the New User Form, add the new user's source application ID in the required source application field. ()

Source Application System must be listed in Systems page

If no the source application field does not exist in the User Mappings section, the source application must be added to ApproveSimple in the Systems page of the Admin Console.

  1. Click save.

Once the form is saved, the New User is mapped in ApproveSimple to the required source application and begins to receive approval requests from that source application via the ApproveSimple application.

Summary Instructions - Mapping a user to a source system

  1. Obtain the unique User ID of the user for the source application system.
  2. Enter the user's source system application ID in the source system's field in the User Mappings Section of the user's page.

Expect Empty User Mapping Fields

Expect empty user mapping fields in the General Details of any user. This is because most managers only are responsible for handling requests from a limited number of source application systems of the total systems in your organization.

  1. Once you have finished entering the required data for the new user, click the Save button. The Users page is displayed with some details of the new user displayed in the Users list.

Adding Multiple Users

You can add multiple users to the Admin Console, by importing a CSV file that contains the details of the users you wish to add.
The CSV file must contain 3 columns: "email", "firstName", "lastName", as seen in the example below:

email,firstName,lastName
john.doe@example.com,John,Doe
jane.doe@example.com,Jane,Doe

Integrity of the CSV Data

  • The CSV file must contain the email, first name and last name of each user to be registered through it.
  • If one of these details is missing in a line, the import of the entire line fails.
  • Users lacking one of these details cannot be registered via the user's page, as well.
  • If additional columns appear in the file, the import succeeds, but the additional data is ignored.

Obtaining and Modifying a Sample CSV Users File

ApproveSimple provides you with a sample Users file, which you can download and use as the basis for your own file.

  1. On the Users page, click the Import Users option at the upper right side of the page. the Users table:

The Import Users dialog is displayed.

  1. Select a Login Method, click the Download Sample option at the left bottom corner and then click the IMPORT button:

The sample file is downloaded to your computer.

  1. To use the sample file as the basis for your own file, do the following:
    • Leave the first line that contains the headings as it is
    • Delete all data lines
    • Add your data
    • Save the file

After you have prepared the CSV file that contains the details of the users you want to import, import the file, as described in the following section.

Importing Multiple Users

  1. Verify that you have prepared a CSV file that contains the details of your users.

  2. On the Users page, click the Import Users option above the Users table:

  1. From the Import Users dialog box that is displayed, upload the CSV file containing your users by dragging it to the upload icon or by clicking on the upload icon and following the dialog.

Automatic Verification of Uploaded User Data

The uploaded data is automatically verified for correctness of the data structure and completeness of each set of data.
If structure and completeness are correct, a status message on the Import Users dialog indicates the number of lines (i.e. users) uploaded.
If the upload was not successful, an informational message is displayed.
The message will report failure causes such as missing data or the duplicate email address.

Success message after importing csv file

Success message after importing csv file

Warning Message

If a warning message is displayed listing the problems that were discovered in the data, you can cancel the import, correct the CSV file, and upload it again. If the IMPORT button is active, you can also continue to import the file with the errors.

Example of  messages displayed when the data is only partially successful

Example of messages displayed when the data is only partially successful

  1. To import the uploaded file, click the IMPORT button.
    The Import Users - Results page is displayed, showing the results of your current import. At this stage, the Admin Console performs additional verifications, including the comparison of the data in the imported file against the data of the users that are already registered to ApproveSimple.
    If all the imported data is verified and found to be valid, a success message is displayed, indicating the number of imported users.

Skipped User Import Message

If the unique identifier of an imported user - the user's email - match's the email of an existing user, the import of this user fails, and the - Skipped user import error message is displayed:

  1. To complete the import, click the Done button. The users in the uploaded CSV are registered in ApproveSimple.

Batch Importing of User Mappings per System

Users in your organization responsible for responding to approval requests from one or more source application systems, require mappings to those integrated application systems. Mapping connections can be done individually via the user's details page, using the user's integrated application system id, or by adding user mappings by importing a CSV file containing the email addresses and the Integrated Application System id of the user.

For mapping to any given system from the user's page to be possible, the integrated application system must first be defined on the Systems page. Once mapped through the Systems page, the user mapping field for that system will be displayed on the pages of all users, ready to receive the user's integrated application system id when relevant.

A user mapping connects an ApproveSimple user to one or more source systems that operate in your organization. User Mappings specify from which source system the user will receive approval requests through the ApproveSimple app.

Earlier, we described how user mappings can be added via the user's page for each individual user.
However, using a csv file we can add user mappings for large numbers of users to one source application system at a time.

Preparing a CSV File for Importing User Mappings

The import of multiple user mappings is done by uploading a CSV file that contains the details of the mappings.
The CSV file should contain the columns: "email", "id" and a column for each source system in yourr ApproveSimple configuration.

ApproveSimple provides you with a sample User Mappings file, which you can download and then use as the basis for your own file.

However, once your system is in place, you should export the user data to a CSV file, edit it if required, and then upload it. The Users page provides one-click actions for doing this.

Possible errors when uploading

If one of the columns is missing, the import of the entire line fails. If there are additional columns in the file, the import succeeds, but the additional data is not imported.

To download the sample User Mappings file:

  1. On the Users page, click the Import User Mappings option above the Users table:

The Import User Mappings for a Source System dialog box is displayed.

  1. To download the CSV file sample that can be used to import user mappings, on the Import User Mappings for a Source System dialog box click the Download Sample option:

The sample file is downloaded to your computer.

  1. To use the sample file as the basis for your own file, perform the following:
    • Leave the first line that contains the headings
    • Delete all data lines
    • Add your data.
    • Save the file

After you prepared the CSV file that contains the details of the user mappings you want to import, import the file, as described in the following section.

Export User Data including User Mappings

Exporting User Data to CSV

Exporting User Data to CSV

To export your current user data, including user mappings, to a CSV file:

  • At the upper right of the Users page, click More and then click Export to CSV.
    The file that will be downloaded to your work station will contain name and email columns as well as columns for each of the source systems integrated into your ApproveSimple configuration, including the current user mapping information.

Users


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