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The approval policy is your dental clinic’s set of rules for orders. Every time an order is submitted, the policy in force turns it into an approval plan: the stages it must go through and how many people must approve each one. If no rule applies, the order is approved automatically. This page covers the Approval policy screen (console.muveya.com/approvals/policy).

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Who can change the policy

These permissions never come with a role: an Owner or an Administrator also needs them granted. See Roles and permissions. Where: open Order approvals in the main navigation and select Approval policy in the header. The link only appears with approvals.policy.manage. Without it, the screen says You cannot change the approval policy. Ask your clinic’s administrator for the permission. While your dental clinic has no policy, people with this permission see a card on Home: No approval policy yet: submitted orders wait until one is published.

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What the screen shows

The screen is titled Approval policy: “Which submitted orders need someone’s approval before they are prepared.” It has three parts.
  1. The version in force. A line with the version number, the publication date and who published it. If the version has no rules, it adds The current policy approves every order without a decision. If nothing was ever published, you see No policy yet: submitted orders wait here until one is published.
  2. No approval required. A shortcut to publish a policy without rules: “Every submitted order is approved by itself and goes straight to preparation.”
  3. Rules. An editor pre-filled with the rules of the version in force: “An order needs the approvals of every rule it matches. Leave a condition empty to match every order.”
The console shows only the version in force. There is no screen to browse earlier versions.

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How a rule works

A rule is a set of conditions (which orders it applies to) and a requirement (the stage those orders must pass).

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Conditions

All the conditions you set in a rule must be true for the rule to match. A condition you leave empty matches every order. Values are whole numbers in minor units: in a currency with two decimals, 50000 means 500.00; in a currency without decimals, 50000 means 50,000. The order value is the one frozen when the order was submitted (see Create and track orders).
An order without a value never matches a rule that has a minimum or a maximum. An order has no value when none of its supplies has a cost. If such an order matches no other rule, it is approved automatically. Keep costs up to date in Costs, or add a rule without value conditions so every order needs at least one stage.
The rule engine also understands a category condition (the order has at least one supply from a listed category, as copied when the line was added), but the console does not offer it. If a rule already carries a category condition, or a value threshold you are not allowed to see, the editor keeps it and shows This rule also has conditions you cannot change here; they are kept. See Categories. Rules cannot express anything else. In particular, there is no condition on the location, the requester, a specific supply, a quantity, a supplier or the date. Every rule applies to every location of the dental clinic.

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Requirement

The permission an approver needs is not a field: rules created in the console always require approvals.decide. Approvers also need access to the order’s location, and the requester can never approve their own order. See Order approvals.

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How an order is evaluated

When a submitted order is processed, the system takes the policy version in force at that moment and:
  1. Checks every rule against the order. The order of the rules does not matter.
  2. Collects the stage of every rule that matches.
  3. Merges rules with the same stage name into one stage that needs the highest number of people among them.
  4. Builds the plan with the resulting stages, sorted by stage name, and records the policy version used.
  5. If the plan has at least one stage, the order moves to Waiting for approval. If it has none, the order moves to Approved.
The order needs the approvals of every stage in its plan. One rejection in any stage rejects the whole order.

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Publish rules

1

Open Approval policy

Order approvals, then Approval policy. The editor shows the rules of the version in force.
2

Add or change rules

Select Add a rule to append a rule (Rule 1, Rule 2, and so on). For each rule, fill Stage name, tick the conditions under Applies to and Only orders with high-value supplies, set Minimum order value or Maximum order value if you need them, and set People who must approve (it starts at 1). Each rule has its own remove button, for example Remove rule 2.
3

Publish

Select Publish policy. The button reads Publishing… and then the screen confirms that the new version is now in force. The button is disabled while the editor has no rules; to publish a policy without rules use Publish without approvals.
Publishing always sends the whole rule set shown in the editor as a new version. A rule you removed from the editor is not part of the new version.

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Publish a policy without approvals

Use this when your dental clinic does not want approvals at all.
1

Select Publish without approvals

It is in the No approval required section.
2

Confirm

The dialog Publish a policy without approvals? explains: “From now on no order waits for a decision. You can publish rules again at any time.” Select Publish without approvals, or Keep the current policy to go back.
From then on, every submitted order is approved automatically and goes straight to preparation. Orders already waiting for approval keep their plan.

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Versions

  • Every publication creates a new version with the next number (1, 2, 3…). The server records the publication time and who published it.
  • A published version is never modified. Changing the policy always means publishing a new version.
  • Each order keeps the plan it received, including the version number used. Publishing a new version does not re-evaluate orders that are already Waiting for approval, Approved or further along.
  • An order is evaluated with the version in force when the system processes its submission, which normally happens seconds after the requester submits it.
  • If two people publish at the same moment, only one version wins. The other person sees Someone published the policy a moment ago. Reload it before publishing again.
  • When a new version is read, the editor is reset to its rules, so you always edit what is in force.

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Before the first policy

A dental clinic without any published policy approves nothing: submitted orders stay in Submitted. Publishing the first policy (with rules, or without approvals) unblocks them. Orders that were already waiting are picked up the next time the system processes submissions for your dental clinic, which happens each time an order is submitted. If an order still shows Submitted a while after you publish, write to team@muveya.com.

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Worked example

A dental clinic that works in a currency with two decimals publishes three rules: Rule 1 matches every order. Rule 2 matches orders of 500.00 or more. Rule 3 matches clinical orders with at least one high-value supply, and because it shares the stage name with rule 1, the two merge into one stage that needs 2 people. Order #104 needs two different people for Clinic manager and one for Finance; none of them can be its requester. Order #105 has no costed supply, so rule 2 cannot match it; without rule 1 it would have been approved automatically.

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Validation and limits

A policy holds at most 100 rules. Spaces at the start and end of a stage name are removed.

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What can go wrong

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The policy outside the console

The policy can only be published in the console. The MCP resource muveya://tenant/approval-policy-summary is meant to give a read-only summary of the version in force, but it needs approvals.decide, which the current read-only OAuth scope set does not grant, so it always answers common.forbidden. See MCP resources.

Order approvals

How approvers decide the stages of a plan.

Create and track orders

Order types, values and statuses.

Costs

The costs behind order values and value thresholds.

Categories

How supplies are grouped in the catalog.

Roles and permissions

Who can manage the policy and who can decide.

Concepts

The vocabulary of orders and approvals.