[HQ] Configuring HQ Reviewers and HQ Reviewer Groups

SOP: Create and Configure HQ Reviewers and Reviewer Groups

Objective

This SOP explains how to create an HQ reviewer, assign users to that reviewer, and optionally create a reviewer group for invoice, timesheet, or job billing approvals. It is designed to help a team member set up reviewer access and approval routing correctly in the HQ system.

Key Steps

1. Navigate to the HQ Reviewers setup area 0:01

• Go to Headquarters.

• Open Programs.

• Select HQ Reviewers to access the reviewer setup window.

2. Create a new HQ reviewer 0:12

• In the HQ Reviewers window, create a new reviewer.

• Use a 3-character alphanumeric code for the reviewer ID.

• Enter a clear reviewer name for identification.

• Leave Active enabled.

• Leave Approved with Missing Data unchecked unless your process requires it.

• Enter the reviewer’s email address.

• Click Save.

3. Assign users to the reviewer 0:58

• After saving the reviewer, assign one or more users to that reviewer.

• Go to User Names within the reviewer setup.

• Select the users who should belong to the reviewer.

• Confirm that multiple users can be assigned to a single reviewer.

4. Open HQ Reviewer Groups to create an optional group 1:24

• If needed, go to HQ Reviewer Groups.

• Use this step when you want to organize reviewers into a group for approval routing.

• Note: this step is optional and may not be required in most cases.

5. Create and configure the reviewer group 1:38

• Create a new reviewer group using an alphanumeric group code.

• Enter a group name.

• Leave the group Active by default.

• Assign a Responsible Person from the list.

• Select the appropriate Reviewer Group Type: 

  • Invoice

  • Timesheet

  • Job Billing

• Set any available options as needed, such as approval behavior, threshold settings, or up-level approval.

• Leave default settings unchanged if no special routing rules are required.

6. Add reviewers to the reviewer group 2:55

• Open the Reviewers tab within the reviewer group.

• Select the reviewer(s) to add to the group.

• Save the group after adding reviewers.

• Choose whether to add reviewer to all un-posted invoices and whether the assignment should apply to all companies, based on your business rules.

7. Review group settings and approval sequence 3:16

• Confirm the group is active.

• Review the approval sequence for each reviewer in the group.

• Check whether the reviewer is optional.

• Verify whether the reviewer can approve with missing data.

• Confirm any threshold amount settings are correct.

8. Add additional reviewers if needed 3:47

• Add more reviewers to the same reviewer group if multiple approvers are needed.

• Verify the approval sequence updates correctly for each added reviewer.

• Use this structure when your workflow requires multiple reviewers within one group.

9. Understand the reviewer structure before finalizing 4:00

• Remember that a reviewer can contain multiple users.

• A reviewer group can contain multiple reviewers.

• Use this hierarchy to match your approval process: 

  • Users are assigned to a Reviewer

  • Reviewers are assigned to a Reviewer Group

• Confirm the setup matches the intended approval workflow before closing the configuration.

Cautionary Notes

• Reviewer IDs and group codes must be alphanumeric and follow the system’s character limits.

• Do not enable Approved with Missing Data unless your approval policy allows it.

• Make sure the Responsible Person is assigned for reviewer groups, or the group may not function as expected.

• Verify the Reviewer Group Type carefully, since invoice, timesheet, and job billing groups serve different purposes.

• Review the approval sequence and threshold settings before saving to avoid routing errors.

Tips for Efficiency

• Use consistent naming conventions for reviewer IDs, reviewer names, and group names.

• Assign users in batches when possible to reduce setup time.

• Leave default settings unchanged unless your approval process requires customization.

• Reuse existing reviewer groups when the same approval structure applies across multiple companies or invoice types.

• Double-check the hierarchy: users → reviewer → reviewer group to prevent misconfiguration.

Link to Loom

https://loom.com/share/8737a82c58ee4a0e8d82985adc4e8c67