View Approval Draft
View Approval Draft
This page displays the complete details of a single approval draft. It opens as a popup window (900×600) from the Approval Dashboard or Approval History Inquiry when you click a draft reference or view link.
The page is divided into six sections: Draft Information, Approval Progress, Workflow Levels, Approval History Timeline, Transaction Details, and Actions.
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Section 1 — Draft Information
A summary box at the top displays the core facts about the draft:
| Field | Description |
| Draft Reference | Unique identifier (e.g., DRF-0001) |
| Workflow | Name of the approval workflow governing this draft |
| Transaction Type | Type of transaction (e.g., Purchase Order, Journal Entry) |
| Amount | Transaction amount with currency |
| Currency | Currency code |
| Status | Current status badge — Pending (yellow), Approved (green), Rejected (red), Cancelled (gray), Expired (gray) |
| Submitted By | Full name of the user who created the draft |
| Submitted Date | Date the draft was submitted |
| Current Level | The approval level the draft is currently at |
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Section 2 — Approval Progress Bar
A visual progress indicator shows how far the draft has moved through the workflow's approval levels. Each level is represented as a step in the bar, with completed levels highlighted.
Escalation Status (for Pending Drafts)
If the draft is still pending, a colour-coded escalation box is displayed:
| Colour | Status | Meaning |
| Green | OK | No escalation risk — the draft is well within the time limit |
| Yellow | Warning | Escalation within 1 day — shows "Escalation in N day(s)" and the threshold |
| Red | Overdue | Past the escalation deadline — shows "Past escalation deadline by N day(s)" |
| Gray | No Config | Escalation is not configured for the current level |
Delegation History (if applicable)
If the draft has been delegated at any point during its approval process, a delegation history table is shown:
| Column | Description |
| Delegated From | User who delegated their authority |
| Delegated To | User who received the authority |
| Reason | Reason provided for the delegation |
| Date | Date the delegation occurred |
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Section 3 — Workflow Levels Configuration
A table showing all approval levels defined in this workflow and their current completion status:
| Column | Description |
| Level | Level number (e.g., "Level 1", "Level 2") |
| Approver Role | Security role name and description of users who can approve at this level |
| Min Approvers | Minimum number of distinct approvers required at this level |
| Auto-Approve Threshold | Formatted amount threshold for automatic approval, or dash (—) if not configured |
| Status | Level status badge, colour-coded: Completed (green), Current (yellow, bold), Waiting (gray), Rejected (red), Cancelled (gray) |
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Section 4 — Approval History Timeline
A chronological timeline of every action taken on this draft, displayed using the system's timeline component. Each entry shows:
- Date/Time of the action
- Action type — Submit, Approve, Reject, Escalate, Delegate, Cancel, Edit, Resubmit
- User who performed the action (or System for automated escalations)
- Level at which the action occurred
- Comments attached to the action (if any)
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Section 5 — Transaction Details
Key-Value Fields
A table of field/value pairs extracted from the draft's stored transaction data (JSON). The system displays readable labels for common fields such as:
- Customer / Supplier name
- Dates (order date, delivery date, etc.)
- Amounts and totals
- Location, department, dimension references
- Boolean fields shown as Yes/No
Internal and technical fields are filtered out automatically.
Line Items Table (if present)
If the transaction contains line items (e.g., order lines, invoice lines), they are displayed in a table:
| Column | Description |
| # | Line number |
| Item Code | Stock item code |
| Description | Item description |
| Quantity | Ordered/invoiced quantity |
| Unit | Unit of measure |
| Unit Price | Price per unit |
| Discount % | Discount percentage |
| Total | Calculated line total (Qty × Price × (1 − Discount%)) |
A Grand Total row is displayed at the bottom in bold.
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Section 6 — Actions (for Pending Drafts)
If the draft is still pending, action controls are displayed based on the viewer's role:
For Approvers (users with the required role at the current level)
- Approval Comments — textarea for optional comments
- Approve button (green) — approve the draft at the current level
- Rejection Comments — textarea for rejection reason
- Reject button (red) — reject the draft
For the Submitter (the user who created the draft)
- An info box explaining: "As the submitter, you can cancel this draft."
- Cancellation Reason — textarea for the cancellation reason
- Cancel Draft button (red) — cancel and withdraw the draft from the approval process
For Other Users (no matching role)
A note is displayed: "You do not have permission to take action on this draft at the current approval level."
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Tips
- This page is read-only for drafts that have already reached a final status (Approved, Rejected, Cancelled, Expired) — the action buttons are hidden.
- Use the Approval History Timeline to trace every decision and action taken on the draft, including automated escalations.
- The Line Items Table shows the same detail that will appear on the final posted transaction, allowing approvers to verify quantities and prices before approving.