General Information
NetSuite provides the option to create employee groups. When configured correctly, a static group can be used in the approval matrix so that any one of the group members can approve the transaction (including AP Payment Batch).
Creating a Group
To create a group in NetSuite, navigate to Lists > Relationships > Groups > New. In the first step of the group creation, you must select whether the group should be Dynamic or Static. This option cannot be changed later.
- Dynamic: While NetSuite offers dynamic employee groups, they are currently not supported by ZoneApprovals. Ensure you select a Static group.
- Static: This group type allows you to manually define the employees that should be part of the group. It is easy to create, though maintaining the member list requires manual updates.
After the group type has been chosen, the member type must be selected. This must be set to Employee. To proceed to the next step, click Continue.
In this step, provide a name for the group. This name will also appear in the Approval Matrix. Further settings can be adjusted as needed.
To make a static group available for selection in Approval Matrix, the checkbox Available For ZoneApprovals must be checked. If this checkbox is not checked, the group will not appear in the Approval Matrix.
Click Save to confirm the group creation and save it in NetSuite.
Approval via Email for Groups
This feature is not supported for AP Payment Batch.
Approval via email is also available for Group Approvers. To activate this feature for Groups, the following setup is mandatory:
- Send Approval by Email to Group Users (ZoneApprovals): This checkbox on the group level must be enabled.
- Enable Approval by Email: This checkbox must be selected on the Employee record of all group members.
The approval process for a Group via email mirrors the UI behaviour. The transaction status will be updated (to Approved or Rejected) as soon as a single group member approves or rejects the transaction.
Matrix Group Selection
To select a group in the matrix, create a new matrix or edit an existing one. On the matrix lines, click on one of the Hierarchy Levels and, in the dropdown, select your created group. A group is identified by a group icon and includes "Group" in its name.
For more details about matrix creation, refer to the Approval Matrix page.