The Approval Find & Replace feature allows administrators to quickly replace one approval user with another across all pending approval routes. This is especially useful when an approver is unavailable due to vacation, leave of absence, role changes, or employee turnover.
Instead of manually updating each approval route, administrators can search for the current approver, select a replacement user, review all affected approval records, and process the replacement in a single action. Any documents currently waiting for approval are automatically reassigned to the new approver, and future approval notifications are sent to the replacement user.
1. Open Approval Find & Replace
Navigate to:
Administration → Routes → Approval Find & Replace
This screen allows administrators to search for an existing approval user and replace them throughout the approval routing system.
2. Select the Current Approval User
Use the smart search field by typing the name of the user or the dropdown arrow under the Current Approval User.
Search for the user that needs to be replaced and select them from the list.
Or click the magnifying glass button to search for the Current Approval User, and select from the list.
3. Select the Replacement Approval User
Repeat the same steps to select the Replacement Approval User.
Search for and select the user who will assume the approval responsibilities.
4. Search for Matching Approval Routes
After selecting both users, the system displays every approval route where the selected current approver is used.
- Select the Approval Routes
Use the checkboxes to select the approval routes that should be updated.
To replace all listed routes, select every record.
Once your selections have been made, click Review.
5. Review the Changes
A confirmation window displays the selected approval routes along with the replacement user.
Carefully review the information before proceeding.
If everything is correct, click Submit to complete the replacement.
6. Replacement Complete
After processing is complete, the system displays a confirmation message indicating that the approval user was replaced successfully.
Result
Once the replacement has been processed:
- The selected approval routes now reference the new approval user.
Before:
After:
- Documents currently waiting for approval are reassigned to the replacement approver.
- Any new approval emails generated for those documents are sent to the replacement user.
Current Approver:
New Approver:
- Approval history remains intact while future approval actions are directed to the new approver.
