What is a Watcher?
A Watcher in ApprovalMax is added to a request so that they can monitor and stay informed about its progress although they're not involved in the approval process.
This role is ideal for team members who need visibility into approval activities without taking action themselves.
Watchers receive notifications and updates related to the request they’re following, making it easy to stay in the loop and ensure oversight.
Key features of the Watcher role
Notifications - Watchers are automatically notified by email when key events happen, including:
Approvals and rejections
Post-approval changes
Rework of approval decisions
Comments added to the request
Status changes (e.g. Purchase Orders marked as Billed, or Bills marked as Paid)
Visibility - Watchers can view the entire progress of the approval request, including:
The current approval status
A full comment history
Any other relevant request updates
Although Watchers can't take action or influence the approval flow, they have full read-only visibility into the process.
The following users can add Watchers to a request
Other Watchers
Requesters
Any Approver of the request (in any approval step)
Organisation Administrators
If users have an Organisation-based role (e.g. Auditor, Workflow Manager), they will be able to add Watchers to a request if they are also its Requester or Approver or Watcher, or an Organisation Administrator.
Users who can be added as Watchers
Account Owners and Administrators can add users from the same Organisation to a request as a Watcher. This ensures they’ll receive relevant notifications and updates about the request’s progress.
Please note: The following users cannot be added as Watchers:
Approvers of the request
Reviewers
Auditors
Requesters
Editing or deleting Watchers
The following users are allowed to edit or remove Watchers from a request:
Watchers themselves (they can remove themselves)
Organisation Administrators
The user who originally added the Watcher
What you can do as a Watcher
As a Watcher in ApprovalMax, you have certain capabilities and restrictions. Here's a breakdown of what Watchers can and cannot do:
Watchers can | Watchers cannot |
View the document details | Change the status of a document (approve or reject) |
Receive document-related notifications about: | Match Bills to Purchase Orders |
Write comments | Change a document |
View the Watcher list | Change the Approvers |
Stop watching a document | Be an Approver of a request they are watching |
Add new Watchers | Be a Reviewer of a request they are watching |
View and download the attachments |
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