Document Approvals in Xilnex for Lark

Document Approvals in Xilnex for Lark

Overview

Document Approvals route back-office documents like Purchase Orders, Stock Requests, and Stock Adjustments to a Lark card for the right approver, before the document is committed or processed.

This article covers both setup (for IT administrators) and what requesters and approvers see day to day.


Setting Up Document Approvals


NotesBefore you begin
  1. Approvers for Document Approvals aren't configured on this page. They are based on who is set in System Configuration → Approval Setting, using your existing Xilnex approval rules. Make sure the right approver groups already exist there.
  2. Lark cards are only delivered to users with a verified Lark email. Manage this under Maintenance → Users.

Step 1: Open Document Approvals


1. Go to Xilnex Portal → Plugins → Xilnex for Lark → Approvals.
2. Click the Document Approvals tab.
3. Click How it works if you want a quick explanation before continuing.


Step 2: Configure Fields and Enable Document Types


Three document types are listed: Purchase Order, Stock Request, and Stock Adjustment. Each has a Config Field button and an Active toggle.

1. Click Config Field next to the document type you want to set up.
2. Always On fields are locked and always included on the Lark card. Optional fields can be checked or unchecked.
3. Click Done.



4. Toggle Active for each document type you want to start sending Lark cards for.


Repeat for each document type you want to enable.


Requesting and Approving 


This requires the setup above to already be done for your outlet.

Requesting for Back-office Approvals


1. Create your document as usual (e.g., a Purchase Order) in Xilnex. Nothing changes about how you fill it in.

2. Submit it. Xilnex routes it for approval automatically, following your existing approval rules.


Example Purchase Order requesting Approval


Approving a Document


1. If you are in the user group for that document type approval, you'll receive a Lark card with the request details.


2. Tap the card to open the full document in Portal if you need more detail.

3. Tap Approve or Reject directly from the card.



What Happens After a Decision


The requester sees the outcome reflected on their end once a decision is made, and the document proceeds or is returned accordingly.


InfoGood to know
  • Only 3 document type approvals are supported (Purchase Order, Stock Request, Stock Adjustment)
  • Your approval will still route to Xilnex Portal, Xilnex Classic and now additionally in Lark
  • To review approval history, see [Approval Hub Overview in Xilnex for Lark].