We strongly advise using approvals only when necessary. Adding more approvals and approval levels can slow down the recognition process, and timely recognition is most effective. Below, you'll find comprehensive information on how to set up and manage conditional approval configurations.
 

1. General Settings
   • "If" — Configuring the Conditions
     • "And" Conditions
   • "Then" — Assigning the Approver
     • Approval Based on Supervisor
     • Approval Based on Hierarchy Supervisor Metadata
     • Approval Based on Associated Metadata
     • Approval Based on a Specific User
     • Approval Based on Manual Override (via CSV)
     • If No Rules Apply
   • Rule Sets
   • Multiple Approval Levels
   • Content-Based Routing
2. Advanced Settings
3. Notifications
4. FAQs

General Settings

The conditional approval system introduces a metadata-based UI for building flexible If/Then rules for approval routing. Instead of relying solely on monetary thresholds to determine approval levels, conditions ("If") can evaluate multiple attributes of a recognition and assign the appropriate approver ("Then") when those conditions are met.

"If" — Configuring the Conditions

Each approval rule follows a simple structure:

• IF one or more conditions are met → THEN assign a specific approver

Rules are evaluated when a recognition is submitted. When the conditions of a rule are satisfied, the platform routes the recognition to the designated approver(s).

When a new rule set is created, the first condition defaults to "Always." This means every recognition that enters that level and rule set is sent for approval unless you update the condition.

To change the default "Always" condition, click “+Condition.” This opens the panel on the right side of the page, where you can choose the condition you want to use.

After that, the "If" side of a rule can evaluate the following criteria:

"And" Conditions

Multiple rules can be combined using "And" logic within a single level. For example:

If the amount is between 50–100 AND the content contains specific keywords, then route to [Approver].

This makes it possible to build highly targeted approval routing without needing separate programs.

"Then" — Assigning the Approver

The "Then" side of every rule always assigns the approver. The approver can be determined by one of the following methods:

Approval Based on Supervisor

Approvers are determined by the supervisor assigned to the individual within the user data file.

Example: A program has two approval levels. The first level is based on the recipient's supervisor, and the second is based on the last approver's supervisor. If Jordan is recognized, the first approval request will go to Jordan's supervisor, Adam. Once approved, the second level request will go to Adam's supervisor, Michael. (This is based on the organizational hierarchy defined in your user data file.)

Approval Based on Hierarchy Supervisor Metadata

Approvers are defined using a specific metadata value included in the user data file. Starting with the giver, recipient, or last approver, the system will move up the organizational hierarchy until it finds someone whose metadata matches the specified value. If no one in the hierarchy matches that value, the recognition will be sent to all administrators for approval.

Example: A program requires each recognition to be approved by a Vice President (VP), and the approval hierarchy is based on the recipient. If Mason is recognized, the system will first check John's record to see if they are a VP, then Carly's, and finally Sarah's. When the system verifies that Sarah's metadata indicates they are a VP, the recognition will be sent to Sarah for approval. If no VP was found in Mason's upward hierarchy, the recognition would be sent to all administrators for one of them to approve.

Approval Based on Associated Metadata

This setting allows approvals by users who are not direct managers of either the nominator or the recipient. To use this approval flow, an "Associated Metadata Column" must be added to the user data file (refer to the "Formatting User Files" article). If "Association" is selected as the Approval rule, only values from the "Associated Metadata" column will appear in the Metadata field dropdown menu.

Approval Based on a Specific User

Specific individual(s) are designated as the approvers. These designated users can vary at each approval level.

Example: The first approver is designated as Jake, the second as Sarah, and the third as either Michael or Karl. If Nathan is recognized, Jake will be the first approver. After Jake approves, Sarah will be the second approver. For the final approval, the request will go to both Michael and Karl, and only one of them needs to approve it.

Approval Based on Manual Override (via CSV)

Approvers are specified for each user via a CSV upload. For the first level of approval, the approver can be based on the recipient or the giver. For the second, third, or fourth levels, the approver can be based on the recipient, the giver, or the last approver in the preceding level. You cannot designate yourself as your own approver in the user data file. If the approver field is left blank for a user, the approval request will be routed to that person's supervisor. If the person does not have a supervisor assigned in the system, the approval will go to all administrators.

If No Rules Apply

If no rules apply to the recognition, the recognition moves to the next approval level, or sends if there are no additional levels.

This option can only be configured if another approval level exists.

Rule Sets

Each approval level can contain multiple rule sets. Rules within a level are evaluated from top to bottom, and the first rule whose conditions match the recognition is used to determine the approval flow for that level. Once a matching rule is found, later rules at that level are skipped.

In this example, a recognition worth 15 points would match Rule 1 and be routed to Mike. A recognition worth 5 points would not match Rule 1, so the system moves to Rule 2, which matches and routes the approval to the recipient's supervisor.

Because rules are read from top to bottom, the order in which rules are arranged matters. More specific or higher-priority rules should be placed above broader rules.

NOTE: Because new rule sets begin with an "Always" condition by default, a rule left as "Always" may catch recognitions before a more specific rule below it.

Rules can be reordered by dragging the six-dot icon or by clicking the up/down arrow control.

Multiple Approval Levels

Rules can be configured across multiple levels of approval (up to four levels). Recognition progresses through each level sequentially, starting with Level 1.

The first level of approval can be based on either the giver or the recipient. Subsequent levels (second, third, and fourth) can be based on the giver, recipient, or the last approver in the preceding level.

When multiple approval levels are configured, it is also possible to have multiple people review the same recognition at a single level by listing multiple approvers for the same rule. In such cases, while multiple individuals can review, only one approval is required for the recognition to proceed to the next level.

Content-Based Routing

When using Content as an “If” condition, the system evaluates specific words or phrases within the recognition message. If the recognition message contains the specific words or phrases, then it will be routed as the rule determines. To configure content-based rules:

1. Prepare a CSV file with the words or phrases to be matched. Each word or phrase should be in a separate row within a single column.

2. Upload the CSV in the approval configuration settings.
3. Define the "Then" action (which approver should be assigned when the content matches).

Multiple flagged word CSV lists can be uploaded; however, only one can be selected for that specific “If” Condition.

Advanced Settings

The Advanced Settings tab controls a few optional behaviors that affect how approvals work after a recognition is submitted.

Giver Funded

• Use this setting to determine whether award funding should come from the giver or from the approver. If ‘Yes’ is selected, the funding comes from the giver. If the giver does not have enough funds available, the approver can still fund the recognition.

Allow Giver to Suggest Amount

• If ‘Yes’ is selected, this setting allows the giver to propose an amount during submission, while leaving the final decision to the approver.

Additional Approval Routing

• Use this section to define what happens when the only approver is also directly involved in the recognition.
• You can choose whether approval remains with the giver or recipient when they are the sole approver, or whether it should be routed to that person’s supervisor instead.

Notifications

The Notifications tab allows you to choose which notification templates are used for approval-related messages.

The available notification types are:

• Recognition Needs Approval
• Recognition Was Approved
• Recognition Was Declined

Each notification type includes a selectable template field, and you can use Manage Templates to review or update those templates.

FAQs

When will the approval bell appear for approvers on the platform?

• The approval bell may take up to one hour to appear to approvers after approvals are initially activated and assigned to them.

When are approval reminder notifications sent?

• If approval reminders are enabled, they are sent every Monday morning.

If a recognition is routed to multiple approvers at the same level, how many approvals are needed?

• Only one person needs to approve the recognition for it to move to the next level.

Can I approve a recognition I submitted or received?

• Generally, no. You cannot approve a recognition you submitted or one in which you are the recipient.

What happens if the only approver is also the giver or recipient?

• By default, the request is routed to that person’s supervisor. If no supervisor is assigned, the request is sent to all administrators. This behavior can be adjusted in Advanced Settings to allow the giver or recipient to approve when they are the only designated approver.

What happens if I am listed as an approver along with other specific users?

• If you are also the giver or recipient of that recognition, the approval request is sent to the other listed approvers, and you are excluded from the approval. 

Can the same person approve a recognition more than once?

• Yes. If the same person is designated as an approver at different approval levels, they can approve the same recognition more than once.

If you have any questions, please contact Awardco Admin Support.