Introduction

A new Multi-Level Approval functionality has been introduced for Market Development Funds (MDF), allowing organizations to define structured, hierarchical approval workflows for MDF plan requests. This enhancement ensures that MDF plans can go through up to five approval levels before final processing or reimbursement.

Enabling Multi-Level Approval

Step 1: Company Configuration

1. Navigate to: Setup > Companies

2. Select the desired company.

3. Go to Settings.

4. Enable the setting: Enable Approval Process

5. Select the number of approval levels (between 1 and 5).

6. Save the configuration.

Note: If the approval process is disabled, all MDF requests follow a normal flow, allowing any admin to approve directly without hierarchy.

Assigning Approvers

1. Navigate to: Setup > User Group

2. Create or edit user groups for each approval level:

• Set Approval Level 1 and assign the designated user.

• Repeat the process for Approval Levels 2 through 5, if applicable.

3. Each approval level must be linked to the appropriate users responsible for approving at that stage.

Creating and Submitting an MDF Plan

1. Navigate to: Manage > MDF Plans

2. Select or create a new MDF plan.

3. Add activity details, funding amount, and assign a partner organization.

4. Submit the plan for approval.

5. The plan’s approval status will now display as “1 of N”, where N is the total number of approval levels set.

Approval Workflow Process

Level 1 Approver

• The Level 1 approver sees the request as “1 of N” in the approval queue.

• On approval (full or partial), the request status updates to “2 of N”.

• The request becomes visible to the Level 2 approver only.
  
  

Level 2 to Final Approver

• Each subsequent approver can:

• Approve (full or partial)

• Place on hold

• Requests on hold remain visible only to the current approver or Super Admin.
  
  

Final (Nth) Level Approver

• Once approved by the final approver (e.g., Level 3 in a 3-level process), the MDF request becomes eligible for reimbursement.

• The complete approval history is maintained and visible within the workflow tab.

Request Visibility Rules: Only the current level’s approver or Super Admin can view and act on a request at that approval level.

1. Requests set to “Approval Level = None” are handled via standard workflow and visible to all admin users.

2. After final approval, any admin user can perform the reimbursement action.

Reimbursement Process

1. Once a request has completed all approval steps, it appears in the Approved Requests section.

2. Any admin user can then:

• Access the approved request.

• Perform the Reimburse action.

3. The request then moves to the Reimbursed status and is visible in all relevant admin views.

Conclusion

The Multi-Level MDF Approval Process introduces a structured and secure way to handle fund requests, ensuring proper governance and oversight. With configurable approval levels, user-specific roles, and real-time status tracking, this feature supports scalable and compliant MDF workflows for organizations of all sizes.

A new provision has been added to the MDF module to provide stricter control over the Amount field in partner requests, ensuring better budget oversight and approval management.

Key Details:

• Only Super Admin users can edit the Amount field requested by a partner

• This restriction applies to both standard and multi-level approval processes

• Super Admins can modify the amount at any stage after the first approver has reviewed the request

How It Works:

Amount Modification Process:

1. Partner submits MDF request with requested amount

2. First-level approver reviews the request

3. Super Admin can modify the amount before subsequent approvals

4. Modified amount continues through remaining approval levels

Automatic Notifications:

• A notification email is automatically triggered to both the Admin and the Partner user whenever the amount is changed

• Notifications include details of the original amount, modified amount, and reason for change

• Both parties receive immediate updates to maintain transparency

Benefits:

• Enhanced Budget Control: Ensures Super Admin oversight of all amount modifications

• Approval Consistency: Maintains proper authorization levels for budget changes

• Transparency: Automatic notifications keep all stakeholders informed of changes

• Audit Trail: Creates clear record of amount modifications and approval progression

Use Cases:

• Budget Adjustments: Modify amounts to align with available budget allocations

• Compliance Requirements: Ensure requests meet organizational spending guidelines

• Risk Management: Adjust amounts based on partner performance or market conditions

Conclusion:

This enhancement significantly strengthens MDF budget control by centralizing amount modification authority with Super Admins while maintaining transparency through automatic notifications. Organizations can now ensure proper budget oversight and maintain clear audit trails for all MDF amount changes throughout the approval process.