Frequently asked questions

Billing

How do I change my credit card details?


This can be completed in the Approval Donkey Billing portal, you should have received a link to the Portal in your original sign-up email. If you cannot find this or are having trouble accessing please email us at info@approvaldonkey.net so we can help sort things out.




Do people I add to a Panel need to pay anything?


No, your Panel members can choose to register for the Approval Donkey platform and remain on a FREE account for as long as they desire or they don’t have to register at all and just complete their requests via email only.




How do I cancel or delete my account?


Just go to your settings page and select 'Remove Account' and confirm. If you cannot find this or are having trouble accessing please email us at info@approvaldonkey.net so we can help sort things out.




Are there up front costs for Approval Donkey?


No, we are a SaaS (Software as a Service) platform so there are no upfront costs like installation costs or anything.




What credit cards do we accept?


We accept Visa and Mastercard Credit Cards.




Can I try Approval Donkey before I buy?


Yes absolutely, we have a 30 day FREE trial period.




Why do we charge in New Zealand dollars?


We charge any subscription costs in New Zealand dollars because we are a New Zealand based company and this is our local currency, we hope to offer further currencies soon.




How does Approval Donkey pricing work?


Approval Donkey works on the basis of active workflows, so anyone can register for a free member account and create up to 3 workflows free for 30 days to see if Approval Donkey works for you. To keep the workflows active after 30 days or for more than 3 Panels then the PLUS account is required.




How do I re-activate a cancelled subscription?


If you have cancelled a subscription but wish to re-activate it please contact us on info@approvaldonkey.net or by using the in app chat.





General

Do people I send requests to need to register with Approval Donkey?


No they don't users can choose to not register and just complete their requests via email, however they are missing out on some valuable benefits like mobile solutions, access to tracking, audit history and digest status reports etc.




What devices can I use to respond to a request?


The Approval Donkey platform is built using a fully responsive design which means it looks good and works well on recent versions of the most widely used browsers on all device types including phones, tablets and desktops.




What obligations are there after my FREE trial has expired?


None, you can choose to remain a Panel member on the FREE account for as long as you desire, but any Panels you have created i.e. where you are the Panel Owner will auto archive.




I have a great suggestion for a feature for Approval Donkey, what should I do?


Our project/company methodology encourages user feedback and suggestions therefore we would absolutely love to hear what you have to say, please email them to info@approvaldonkey.net




Can I create or join more than one Panel?


You you can create and belong to as many Panels as you require. Each Panel can be for whatever purpose you require.




How do I cancel or delete my account?


Just go to your settings page and select 'Remove Account' and confirm. Please be careful because you will not be able to access any data, you cannot re-register under that email address and there is no undo. This can be completed in the Approval Donkey Billing portal, you should have received a link to the Portal in your original sign-up email. If you cannot find this or are having trouble accessing please email us at info@approvaldonkey.net so we can help sort things out.




What happens to my Panels if I cancel my paid account?


If you downgrade to a free account or cancel altogther then your Panels will auto archive and become inactive and the services that run behind the scenes will be disabled. As soon as you enable a paid account again then you will be able to un-archive your Panels.





Xero

What transactions does Approval Donkey handle from Xero?


Approval Donkey pulls through all - Invoices - Purchase Orders - Bills - Credit Notes When they are 'Submitted for Approval' in Xero. Once they are approved in Approval Donkey they are automatically moved to the 'Awaiting Payment' folder in Xero.




How do I enable an integration with Xero in Approval Donkey?


Follow these simple steps to get an automated integration with Xero and Approval Donkey set-up: For a step by step guide with screen shots please go to go our Resources section here. 1) Login to Approval Donkey and go to your 'Settings' page 2) Click 'Enable' next to the Xero icon 3) If you haven't already start your FREE 14 day trial account with Approval Donkey (You may need to click 'Enable' again after completing the trial set-up 4) Select the 'Connect to Xero' button (You may have to select the setting icon) 5) You will now go through the authorisation steps with Xero to connect your Xero organisation 6) Once completed you will come back to Approval Donkey to select what Panel or Panels you want each Xero transaction to go to 7) Click save and its all done




Can I add or change what Panels my Xero transactions map too?


Yes you can add further Panels and change what Panels transactions are sent to at anytime. Just go to the setting page and then click on the settings icon next to the Xero integration line item then complete the required mappings using the available drop downs and 'Save' (For a guide with pictures on how to do this Click here)




Are there any additional costs integrating Xero with Approval Donkey?


After your 30 day FREE trial you will move onto the PLUS account which costs NZD $19.00 per month, that is that only cost your will be required to pay from Approval Donkey.




Is it best to set-up my Panels before enabling the integration?


Yes this would be the recommended approach that way as your are configuring the integration you have all the required Panels available at the time. It is no problem to change your Panels later of course.




How often does Approval Donkey automatically pull transaction 'Submitted for Approval' from Xero?


Every 5 minutes Approval Donkey pulls all Invoices, Purchase Orders, Bills and Credit Notes that you have 'Submitted for Approval' in Xero. This is automatic and as long as your integration is set-up correctly there is nothing further you need to do.




What happens when a transactions that has been 'Submitted for Approval' is approved?


All transaction that have been 'Submitted for Approval' and then subsequently approved in Approval Donkey are automatically moved to the 'Awaiting Payment' folder in Xero. You may still need to actually send these invoices to their intended recipients, Approval Donkey does not complete this step.




How do I disconnect from Xero?


There are two ways you can disconnect Xero from Approval Donkey. To do it via Approval Donkey complete the following: - Login to Approval Donkey - Go to your Settings page - Next to the Xero integration section select 'Disable' - Select 'Save' to complete To disconnect via Xero complete the following: - Login to Xero - Go to your Settings page from the main navigation - Select 'Connected App's - On the Approval Donkey line 'Disconnect app' - Confirm disconnection to complete




What happens to declined transactions?


Transactions that have been 'Submitted for Approval' in Xero and declined in Approval Donkey are moved to the 'Drafts' folder. From the drafts folder you may amend and re-submit the transaction for approval.




Does Approval Donkey have iOS (Apple) or Android phone or tablet apps?


Not at this stage but we may offer these in the future. We have used a mobile first and fully responsive design for the Approval Donkey system which means it works well and can be used on any browser on any device type.




How do I set-up conditional fields to route approval request to different Panels (Approvers)?


Please see our Resources section for guides on conditional fields and more. Click here to go to Resources now.




I have set up an Approval workflow using the Tracking Name as a conditional field, do I still need to enter a Tracking Option in Xero?


Yes you still need to include a Tracking Option on any transaction in Xero to have it route through by the Tracking Name, otherwise both items won't be included on the request from Xero and Approval Donkey won't be able to find it and route it to the correct Panel.




What happens when a Xero request is declined in Approval Donkey?


When transactions are declined in Approval Donkey what happens now with our updated integration is that Approval Donkey will automatically move transactions from the ‘Awaiting Approval’ folder in Xero to the ‘Drafts’ folder.

From the drafts folder declined transactions can ‘Re-submitted for approval’ and they will be automatically routed to Approval Donkey and re-submitted to the appropriate approval workflow.

When Purchase Orders are declined in Approval Donkey they are not shifted to the ‘Drafts; folder in Xero and will remain in the ‘Awaiting Approval’ folder. This is because this functionality is not currently supported by the Xero integration (API).




Will Approval Donkey bring through any attachments I add to transactions in Xero?


Yes, when you have additional attachments added to a transaction that’s submitted for approval in Xero, Approval Donkey will bring them through via the integration along with all the other information.




What is the XERO.json file that comes through with my Xero transactions?


This attachment is a copy of the raw data from your Xero transaction. You can use it to view fields that are not viewable from the .pdf version and so you don't have to login to Xero at all. You can click to open the file in your browser in which to veiw the transactions meta data.




Why is my Xero Reference number on Invoices not mapping correctly?


On Xero Invoices there are 2 reference fields. The one at the top of invoice maps to the "InvoiceNumber' field in Approval Donkey. The other reference in the make a payment section maps to the field actually called 'reference' in Approval Donkey. See the diagram below for further explanation.




What is the delimiter for the value field when adding conditions in the Xero mapping?


The de-limiter is a semi colon (;) use this field to separate values.




What does the Xero to Approval Donkey integration NOT do?


Approval Donkey handles all your approval requests for any transactions 'Submitted for Approval' from Xero. It does not handle any transactions outside of this. When a transaction is approved in Approval Donkey it is 'not' automatically sent from Xero unless you have set up a separate workflow. More often than not for the likes of Invoices they will still need to be 'sent' to the intended recipient after approval.





Zapier

How do I enable an integration with Zapier and Approval Donkey


Follow these simple steps to get an automated integration with Zapier and Approval Donkey set-up: (if you would like a step by step guide with pictures please Click here) 1) Login to Approval Donkey and go to your 'Settings' page 2) Click 'Enable' next to the Xero icon 3) If you haven't already start your FREE 14 day trial account with Approval Donkey (You may need to click 'Enable' again after completing the trial set-up 4) Select the 'Make a Zap with Approval Donkey' button (You may have to select the setting icon) 5) You will now go through to the Approval Donkey Zapbook, complete the Zap set-up steps here for the integration you want to set-up (Zap templates are really easy to get going quickly) 6) Once completed your Zapier and Approval Donkey integration will be set-up and your Zaps will start automatically flowing through every 15 mins




Are Zaps sent through immediately?


Zaps may come through too, and be sent on from Approval Donkey at differing times but generally Zaps are sent and received every 15 minutes.




What apps can I connect to Approval Donkey via Zapier?


​You can integrate over 1,000 of the worlds most popular apps with Approval Donkey via Zapier including Gmail, Trello, Asana, Evernote, Slack and loads more.




Does Zapier cost anything?


Zapier has a FREE account that you can use to get all the benefits of Zapier and Approval Donkey.




Is it best to set-up my Panels before enabling the integration?


Yes this would be the recommended approach that way as your are configuring the integration you have all the required Panels available at the time. It is no problem to change your Panels later of course.




How do I retain formatting on Requests?


You can retain formatting on requests e.g. line spacing colours, images etc by sending them as HTML, for example when setting up a Zap in Zapier choose the HTML version of the request contents over the plain version if it is available.




Can I set-up multi step approval workflows?


Yes, the beauty of Zapier is you can make an approval workflow as simple or as elaborate as you like. You can even put conditional filtering in too. For example you can route requests to different approvers if the amount of an invoice is over a certain amount.




What is Zapier and how do I set it up?


Connect Approval Donkey to hundreds of other apps with Zapier. The Zapier & Approval Donkey Zapbook ( https://zapier.com/zapbook/Approval Donkey/) lets you connect Approval Donkey to hundreds of other web services. Automated connections called Zaps, set up in minutes with no coding, can automate your day-to-day tasks and build workflows between apps that otherwise wouldn't be possible. Each Zap has one app as the **Trigger**, where your information comes from and which causes one or more **Actions** in other apps, where your data gets sent automatically. Getting Started with Zapier Sign up for a free Zapier ( https://zapier.com/sign-up) account, from there you can jump right in. To help you hit the ground running, here are some popular pre-made Zaps ( Approval Donkey Zapbook). How do I connect Approval Donkey to Zapier?

  • Navigate to "Connected Accounts" from the top menu bar.
  • Now click on "Connect new account" and search for "Approval Donkey"
  • Use your credentials to connect your Approval Donkey account to Zapier.
  • Once that's done you can start creating an automation! Use a pre-made Zap or create your own with the Zap Editor. Creating a Zap requires no coding knowledge and you'll be walked step-by-step through the setup.





Product

Can I create more than one Panel?


Yes you can create as many Panels as you like for whatever purpose you like.




How do I change the frequency or stop the digest email report?


Just go to the settings page on the Approval Donkey platform and change the frequency to your choice or to suspend the digest report.




What notifications will I receive?


You can recieve a range of notifications to keep you informed on whats happening with your account. Go to your settings page to turn these on/off.




Can I change my response e.g. from Declined to Approved or from Approved to Declined?


Yes you can change you mind as many times as you like up until the requested has an 'Approved' or 'Declined' status, its all recorded in the activity history.




How do I setup a new Panel and add Members?


To create a new Panel:

- Go to to www.approvaldonkey.com (Register or Login)
- Click 'Add New Panel'
- Enter a Panel name of your choice
- Add as many Panel Members as you require - Click Save




Can I turn any notifications off?


Yes, you can turn any approval request notifications and/or summary reports off by going to the settings page when you are logged into the application.




How does the 'My Pending' folder work?


The 'My Pending' folder is your personal view of any requests you have not responded to yet. Once all your requests have been responded too it will show as empty, these may still need to be actioned by anyone else involved in the request.




How does the required response setting work?


This setting works for any specific Panel (Approval Workflow) you set-up with any number of members and set a designated number of responses required to approve (or decline) a request. For example, you may have a Panel with 5 members and any of these members can approve or decline requests, you can set the number of required responses to 2 meaning only 2 out of the 5 members are required to respond to the request. The default setting for all Panels is ‘All’ meaning all Panel members are required to respond.





Security

Are Approval Donkeys requests legally binding?


The intention is for the Approval Donkey platform to be for non-legal requests therefore we make no claim they are legally binding. Therefore we would advise you seek independent legal help if you had any further questions on this matter.




Can members from other Panels see my requests?


No they cannot, only Panel members and Panel owners can see anything regarding a specific Panel.




How long does my data stay in Approval Donkey?


Essentially Approval Donkey will never remove your data unless specifically requested to do so by the account owner. Therefore if you would like us to delete all your data please send a request to info@approvaldonkey.com, please note this will be a complete delete and will not be recoverable once completed.




Can anyone outside the Panel members see anything regarding a request sent to a specific Panel?


No they cannot, however if a Panel members forwards any details to a non member this is a different matter and is much how email works.





Requests

How do I setup a new Panel?


To create a new Panel:

- Go to to www.approvaldonkey.com (Register or Login)
- Click 'Add New Panel'
- Enter a Panel name of your choice
- Add as many Panel Members as you require - Click Save




How do I retain formatting on Requests?


You can retain formatting on requests e.g. line spacing colors, images etc by sending them as HTML, for example when setting up a Zap in Zapier choose the HTML version of the request contents over the plain version if it is available.




What notifications will I receive?


The only notifications you will receive are Approval requests and up to one reminder if its activated by your Panel owner. We have deliberately tried to keep the number of notifications to a minimum.




Can I change my response e.g. from Declined to Approved or from Approved to Declined?


Yes you can change you mind as many times as you like up until the requested has an 'Approved' or 'Declined' status, everything is recorded in the activity history.




How can I send a request directly from my own email system?


Just go to the Panel Summary page and click on the Panels email link, this should open up your default email system and send a request just like you would an email.

If your default email system does not automatically open try copy and pasting the link into the 'To' field of your email system.
You can save this email address to your contacts for easy sending directly from your own email system.




How can I make a comment against a request?


Yes you can, just navigate to the comments section, click the comment icon and add your comment.




How do I remember the Panel email address?


We would recommend that you do not try and remember the Panel email address but rather let your systems do this for you. Typically your email system will remember email addresses as soon as you send an email to that address, but you can also save any address into your contacts as well.




Why do I sometimes appear to get duplicate requests?


This is due to a reminder notification setting which resend's the request a second time after a time set by the Panel owner if you have not responded to the request within the allocated time frame. If this time-frame is too short please contact your Panel owner to change.




When I send a request why does it auto approve it?


There is a setting against each Panel you set up that lets you choose to have any requests that you send as the Panel owner are auto approved, check this setting is how you want it.




I am set as a reviewer on a Panel, why can I not do anything on a request?


This is because as a reviewer you are only copied into a request as an FYI, you are not able to approve or decline a request but you can comment or add attachments and photos to the request.




When sending requests to a Panel from Email or via an Integration why do they not appear on my Dashboard as an approval request?


This may be because the Panel you are sending requests to has been set to not allow requests from other systems, if so just change this setting to 'Yes' via the Panel settings page. Alternatively, this may be because the Panel you are sending requests to has been archived, if so just change this setting to 'No' via the Panel settings page.




Why do some of my requests like newsletters appear clipped?


We have to re-format any email into one of our request templates and sometimes the request we received is too large and some of the extreme edges may not appear in the emailed approval request, sign-in to Approval Donkey to view the entire request.





Forms

How to I add an approval workflow to my online form?


Just copy a Panels email address from Approval Donkey and paste it into the email notification field or submission field of you online form provider. See a range of guides here https://www.approvaldonkey.com/forms




There is no guide for my online form provider, can I get one?


Yes we will be more than happy to email one to you, just email us on info@approvaldonkey.net the website for your form application.




How do I provide status updates to form submitters?


Make sure you capture the submitters email address in the online form then simply forward the status update email notification to them when you get it. Alternatively set-up a Zap with Zapier to provide status updates to over 1,000 different apps.





info@approvaldonkey.net

 

GridAKL

101 Pakenham St West

Auckland, New Zealand

Approval

Donkey