Approvals, roles and permissions

IndustryMax controls both halves of the question: who may do something, and who must agree to it. Roles carry permissions — 153 of them — and a permission decides whether a screen or an action exists for a user at all. Separately, 27 document types can each be set to require approval, and on the purchase chain those approvals can be multi-level rules: which named people may sign, whether any one of them is enough or all of them are needed, and at what rupee value a second or third signature starts being required.

Roles and permissions

153 distinct permissions, each naming one thing a person may do — raise an indent, approve a purchase order, read the GRN register, set a stock valuation method, see gross profit.
Roles are defined by the customer and hold whatever set of permissions they choose.
Unknown means denied. A permission the system does not recognise is refused rather than allowed, on every client — web and mobile alike.
Some things are deliberately separate permissions because they are separate acts: reading a sales register and seeing the margin on it; raising an e-way bill and withdrawing one already filed.
A role's capabilities can be viewed as the ERP flow itself, step by step, showing what that role is granted, what it is not, and what its plan does not include.

Which documents can require approval

Approval is switched on per document type, per customer, because a factory that wants indents signed does not necessarily want every goods receipt signed as well.

Buying: indent, work order indent, work order, work receipt note, purchase order, purchase order amendment, repeat purchase order, supplier bill, purchase return.
Receiving and stores: store receiving, goods receipt note, stock take, stock transfer.
Masters: item, item variant, vendor, indenter.
Reverse auction: the auction itself, the award, overriding the lowest bidder, extending it manually, and cancelling it — five separate decisions, because they are five different risks.
Selling: quotation, sales order, dispatch, invoice, credit note.

Multi-level rules

Where more than a single signature is wanted, a rule can say so by amount. Bands are inclusive at the bottom and exclusive at the top, so a rule reading "up to ₹50,000" means strictly under it and a ₹50,000 order has exactly one unambiguous home.

Name the people who may sign in each band.
Say whether any one of them is enough, or all of them are needed.
A rule narrows who may approve even when it only needs one signature — naming two people means a third person holding the same permission still cannot sign.
A signature expires if the document is edited underneath it. An order amended upward has to be signed again, because the edit may have moved it into a different band.
When a document is parked waiting for a further signature, the people who can clear it are told — and only them, not the person who has just signed.
Approval can be delegated for a period, so a signature is not stuck behind somebody on leave.

Banded multi-level rules are enforced today across the purchase chain — indents, purchase orders and their amendments, repeat orders, store receiving, goods receipts, stock transfers, purchase returns and reverse-auction awards. Every other document type in the list above can be set to require approval, and the settings screen says which of the two it is rather than letting you assume.

What happens to a rejection

A rejected document is not deleted. It goes back to its author with the reason, to edit and resubmit, and every approval page has a rejected tab where it can be re-approved directly.
An approver looking at a duplicate request can fold it onto the request that is going ahead instead, in one action. A folded line never comes back for approval again.
An approver on a purchase order can see every supplier quotation re-priced against the order in front of them, and switch the order to a different supplier instead of rejecting it.
Where a review-before-approve rule is switched on, approval is refused without a current review receipt — reviewing an older version does not count.

The trail

Who approved what, when, and against which version of the document.
An activity log across the product, and an audit log a super administrator can read.
Login history and the sessions currently active.
An edit log over the books, with verification.
Amendments to approved orders keep a ledger of what changed.

Questions

Can IndustryMax control who creates, approves or views documents?

Yes, as two separate mechanisms. Permissions decide who may open a screen or take an action at all — there are 153 of them, granted per role. Approval settings decide which document types need signing, and on the purchase chain a rule can require different people at different amounts.

Does IndustryMax support maker-checker?

Yes. A document type set to require approval cannot be actioned by the person who raised it on their own signature; it waits for an approver. Where a rule names people, only those people can clear it.

Can approval limits be set by amount?

Yes. Amount bands say who may sign in each range and whether one of them is enough or all are needed. An amendment that pushes an order into a higher band has to be signed again for that band.

What happens when the approver is on leave?

Approval can be delegated for a period, so the queue does not stall. The delegation is recorded, so it is visible afterwards who actually signed.

Are approvals recorded for audit?

Yes — who signed, when, and against which version of the document. A signature expires when the document is edited under it, so an approval can never be shown against text the approver did not see.

See it against your own documents

A demo runs on real screens with real documents, not slides. Bring one of your own purchase orders and we will walk it through.

Book a 20-minute demo

Last reviewed 2026-09-12. Everything on this page describes what IndustryMax does today. Tell us if you find something that has moved on.