> ## Documentation Index
> Fetch the complete documentation index at: https://docs.useglimps.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Flows, groups, and rules

> Build the approval routes, and the rules that pick them.

All three live under **Settings > Approvals**. An administrator sets them up.

## Flows

A flow is a named, ordered list of steps. Each step names one approver, or a group.

<Steps>
  <Step title="Name the flow">
    Something a colleague will recognise in a list, such as "Facilities up to 5,000" or "Everything from the board".
  </Step>

  <Step title="Add steps in order">
    Step 1 approves first, step 2 after that. An invoice only reaches step 2 once step 1 has approved.
  </Step>

  <Step title="Choose a person or a group per step">
    A group step is approved by any active member of that group.
  </Step>

  <Step title="Switch it on">
    A flow can be made inactive without deleting it.
  </Step>
</Steps>

<Warning>
  Adding a step to a flow that is already in use affects invoices that are part way through it. Check the Active tab under Authorizations after you change a flow.
</Warning>

## Groups

A group is a pool of approvers, with at least two members. Any member can approve an invoice assigned to the group, so a holiday does not stop the process.

The decision is recorded with the name of the person who actually took it.

## Rules

A rule says which flow an invoice gets. Three kinds:

| Type | Fires on |
| - | - |
| Ledger account | The invoice is coded to one of the accounts you list |
| Supplier | The invoice comes from one of the suppliers you list |
| Amount | The invoice total falls inside a range you set. Leave the maximum empty for no upper limit |

Every rule has a priority. Glimps applies them in order, lowest number first, and the first rule that fits decides.

<Tip>
  Put your narrow rules on low numbers and your catch-all on a high one. "Everything above 25,000 to the director" as priority 10, "everything else to the team lead" as priority 100.
</Tip>

There is a visual builder next to the list, if you would rather draw the conditions than fill in a form.

## A worked example

Say you want this:

* Everything above 25,000 euro goes to the director.
* Marketing costs go to the marketing lead, then to finance.
* Everything else goes to the finance team, where anyone can pick it up.

You build:

1. A group **Finance** with three members.
2. A flow **Director** with one step.
3. A flow **Marketing** with two steps: marketing lead, then finance group.
4. A flow **Standard** with one step: finance group.
5. Rules: amount from 25,000 to the Director flow at priority 10, ledger accounts for marketing to the Marketing flow at priority 20, and an amount rule from 0 to the Standard flow at priority 100.

## Checking your setup

Assign a test invoice by hand and watch which flow a rule picks. The invoice shows the flow, the step, and the current approver at all times.


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