Budget Worksheet Owners and Approvers (Video)

Martus Admins are responsible for managing budget worksheet owners and approvers. Non-admin users with the "Planner Setup" permission can manage owners and approvers for the worksheets to which they have dimensional access.

One of the easiest and most efficient ways to update budget owners and approvers is via the Planner > Planner Setup > Worksheet Management tab.

Notes:

• A budget worksheet can only have one owner, but it can have multiple approvers. 
• Approvers can be assigned approval levels for customers with the Advanced Plus and higher subscription. Approval levels are used to manage the flow of approval emails.*
• Any user with the appropriate dimension access and software permissions can edit an unlocked budget worksheet. (You don't have to be an owner or approver to edit a worksheet.) 
• Assigning a user as an owner or an approver does NOT grant dimension access! When you assign owners and approvers, you must make sure they have the appropriate dimension permissions.  You'll be notified at the time of assignment if they don't have appropriate dimension permissions, and if you are an Admin user, you can add those permissions at that time.
• Budget worksheets are locked when they are submitted for approval
• Only a Martus Admin, or a non-admin with the privilege Unlock Budget Worksheets can unlock a budget worksheet
• When you copy a budget, the owners and approvers are copied too. 
• When you create a new budget based on a budget from a prior year, the owners and approvers are carried forward to the new budget.
• If you are an owner or approver and take the action that would normally prompt an email, Martus will suppress that email as it assumes you know that the worksheet was submitted or approved (by you) and thus the email would be redundant. 
• Notification emails cannot be turned off within Martus. Best practice is to handle them within your email software by sending the emails to a folder or archiving them. 

Approval Levels for Advanced Plus and Higher Subscriptions

• Levels do not need to be used. Non-hierarchical approvers all have the same level - typically 0 - on the same worksheet.
• Levels and approvers are unique to each worksheet.
• Any user can be an approver on any worksheet they have dimension access to, and they can have different approval levels on different worksheets.
• Levels can be set from 0 to 99, but do not need to be used sequentially. The lowest approver is 0, and the 99 is highest.
  • Multiple approvers can have the same level. They function as a 'group' of approvers.
  • When a worksheet is submitted, the submission approval email goes to the owner and the lowest level approver(s). 
  • Once the lowest level user approves the worksheet, the next level user gets an approval email letting them know of the status.
  • If the lowest level user denies approval of the worksheet, the owner will get an email with the status.
• The highest level approver can approve the worksheet, even if lower level users have denied it. 
• Approvals can be done out of order, but emails are sent in order. All approvals must be done in order for the worksheet to show as fully approved.
• When any approver denies the worksheet, only the owner gets an email letting them know, and the next level is not alerted.