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Approval History Inquiry
Approval History Inquiry
The Approval History Inquiry provides a comprehensive, searchable view of all approval drafts across the entire system. Unlike the Approval Dashboard (which focuses on the current user's pending and submitted items), this inquiry page is designed for managers, auditors, and administrators who need to review the full approval audit trail.
Filter Bar
Use the filter bar at the top of the page to narrow results:
| Filter | Type | Description |
| Transaction Type | Dropdown | All Types (default) or a specific transaction type. Refreshes results on selection. |
| Status | Dropdown | All Statuses (default), Pending, Approved, Rejected, Cancelled, or Expired. Refreshes results on selection. |
| From Date | Date picker | Show only drafts submitted on or after this date. Refreshes on change. |
| To Date | Date picker | Show only drafts submitted on or before this date. Refreshes on change. |
| Submitter | Dropdown | All Submitters (default) or a specific user. Filter by who created the draft. |
| Reference | Text input | Search for a specific draft reference (partial match supported, e.g., "DRF-001"). |
| Apply Filter | Button | Run the search with all current filter values. |
Results Grid
| Column | Alignment | Description |
| Reference | Left | Draft reference (e.g., DRF-0001). Clickable — opens the draft detail view in a popup window. |
| Type | Left | Transaction type label (e.g., Purchase Order, Journal Entry) |
| Workflow | Left | Name of the approval workflow that governs this draft |
| Submitted By | Left | Full name of the user who created and submitted the draft |
| Date | Left | Date the draft was submitted, formatted per system locale |
| Amount | Right | Transaction amount with currency symbol |
| Status | Centre | Status badge, colour-coded: Pending (yellow), Approved (green), Rejected (red), Cancelled (gray), Expired (gray) |
| Level | Centre | Current approval level number (e.g., 1, 2, 3) |
| Completed | Left | Date when the draft reached a final status (Approved, Rejected, Cancelled), or dash (—) if still pending |
| Posted # | Centre | If the draft was approved and posted, shows the resulting transaction number. Otherwise, dash (—). |
| Summary | Left | Brief text description of the transaction content |
| View | Centre | Icon link that opens the draft detail popup |
Summary Footer
Below the results grid, a footer row displays aggregate counts from the current filtered results:
- Total — total number of matching drafts (bold)
- Pending — count of pending drafts (yellow)
- Approved — count of approved drafts (green)
- Rejected — count of rejected drafts (red)
- Cancelled — count of cancelled drafts (gray)
Usage Scenarios
- Audit trail review — search by date range to see all approval activity in a period
- User-specific review — filter by submitter to see all drafts from a particular employee
- Status monitoring — filter for Pending to see all drafts still awaiting approval across the organisation
- Reference lookup — search by reference number to find a specific draft quickly
- Post-approval verification — check the Posted # column to confirm that approved drafts were correctly posted as transactions
Tips
- Click any Reference link to open the full draft detail in a popup, including the complete action timeline and transaction data.
- Use the Status filter set to Pending combined with a past date range to identify drafts that may be stuck or forgotten.
- The Posted # column is useful for reconciling approved drafts back to their corresponding posted transactions in the ledger.