Understanding UAG Office Settings in Approval Scenarios

Overview
User Access Group (UAG) office settings determine which users qualify as approvers in approval scenarios. If these settings are misconfigured, approval steps may be skipped, causing transactions to auto‑approve and display a status such as “Manager Approval Not Required.”

UAG – Transaction Office vs UAG – Shared Office

UAG – Transaction Office
An approval requirement is created only if:

• The user belongs to the selected UAG and
• The user’s Employee Office exactly matches the transaction’s office

If no UAG member has a matching Employee Office, no approval record is created and the step is skipped.

UAG – Shared Office
An approval requirement is created if:

• The user belongs to the selected UAG and
• The user has access to the transaction’s office, even if their Employee Office is different

This option is recommended for centralised or cross‑office approval teams.

Key Difference:
Transaction Office requires an exact office match.
Shared Office allows approval based on office access.

Why “Manager Approval Not Required” Appears
When no approval requirement is generated, the system treats the transaction as not requiring approval and allows it to post automatically.
The most common cause is a UAG office mismatch, for example:

• A transaction belongs to Office A
• The approval step uses UAG – Transaction Office
• UAG members belong to Office B

Because no approver matches the transaction office, the approval step is skipped.

Common Misconfigurations

• Using UAG – Transaction Office for shared teams
  Causes approvals to skip when approvers are based in a different office.
• No UAG members assigned to the transaction office
  Results in no approval requirement being created.
• Using UAG – Shared Office without granting office access
  Approval may exist, but approvers cannot see or action it.
• Scenario filters too narrow
  Office, amount, or transaction type filters exclude the transaction entirely.

Best‑Practice Recommendations

• Use UAG – Transaction Office only when approvers belong to the same office as the transaction.
• Use UAG – Shared Office for finance, AP, or other central approval teams.
• Ensure UAG members have correct Employee Office and Office access.
• Always test approval scenarios with sample transactions before relying on them.

Troubleshooting Checklist
If approvals are not triggering:

• Confirm the transaction matches the approval scenario (office, type, amount).
• Check which UAG approver type is used.
• For Transaction Office, verify at least one UAG member’s Employee Office matches.
• For Shared Office, verify UAG members have access to the transaction office.
• If the transaction shows “Manager Approval Not Required”, the scenario did not apply.