Walkthroughs · Finance operations · Expense management
Triage the Approvals Queue: Approve One, Return One
Practice reviewing an expense queue: approve a clean report, investigate a policy flag, and return another report with a clear explanation. This walkthrough uses a demonstration application and fictional data.
TRY IT · THE FULL WALKTHROUGH, IN THE PAGE
Clear the clean report, trace the flag on the other one, and write the reason.
This is the export the application produced, carrying the default Shadow Capture frame and the recorded expense screens untouched inside it. Show me demonstrates each step. You try hands you the controls and checks each action as you make it. Nothing you do here is saved anywhere, no money moves, and there is no live system behind the screens.
The scenario the learner is given
It's the morning of Mar 16 at Meridian Group and Beatriz Salgado, the finance approver, has five expense reports and five policy flags waiting in her Ledgerly queue, $5,214.23 claimed. Her routine is to sort the queue by policy risk first: clear the reports that raised no flags, then give the flagged ones a proper read. Today that means approving Priya Raman's Design tooling, Q1 renewals (EXP-2146, $959.88, no flags) and taking a closer look at Tomas Okafor's Dublin prospect meetings (EXP-2144, $719.20), which is flagged for a missing receipt over $75.
What they will have done by the end
- Use the Policy flags filter to separate flagged reports from clean ones
- Approve a report that carries no policy flags straight from the queue
- Open a flagged report and trace the flag to the line item that caused it
- Reject the report with a reason the employee can act on
- Verify the queue counts reflect both decisions
The steps, written out
What the learner is asked to do, step by step.
This is the same instruction text the player shows, taken from the walkthrough itself. In You try each step is checked as the learner makes it; in Show me it is performed for them with narration. One step is a typed answer rather than a click, and it is the step the whole walkthrough is built around.
- 01 · CHOOSE
Show only the flagged reports
Five reports are waiting and the dashboard counts five policy flags. Before you decide anything, find out where those flags sit: open the Policy flags dropdown above the queue and choose "With policy flags".
IF THE LEARNER CHOOSES WRONG That choice doesn't isolate the problem claims: "All reports" leaves everything in view, and "No policy flags" hides exactly the reports you want to inspect. Choose "With policy flags".
- 02 · CHOOSE
Switch to the reports with no flags
You've seen what is flagged. Now flip the same dropdown to "No policy flags" so only the clean submissions are left, those are the ones you can clear quickly without an exception discussion.
IF THE LEARNER CHOOSES WRONG That brings the flagged claims back into the list. You want the opposite here, the submissions that raised no policy issue at all, so pick "No policy flags".
- 03 · CLICK
Approve the clean report
One report is left: Priya Raman's Design tooling, Q1 renewals, EXP-2146, $959.88, with no policy flags against it. Click Approve on that card so it moves out of your queue and on to reimbursement.
- 04 · CLICK
Clear the filters
The queue now reads "0 reports · $0.00 claimed", not because you're finished, but because the "No policy flags" filter is still on and the only clean report has just been approved. Click Clear filters to bring the whole queue back.
- 05 · CLICK
Open the flagged Dublin report
Tomas Okafor's Dublin prospect meetings (EXP-2144, $719.20) is tagged "Missing receipt over $75", a flag you can't settle from the queue card. Click the report title to open the full report.
- 06 · CLICK
Check the flagged line item
Read down the Receipt column of the Line items table and find the row without a receipt: The Dean Hotel, Lodging, Feb 26, $412.00, it shows a red "!" instead of a receipt thumbnail. Click that row to look at it before you decide.
- 07 · CLICK
Start the rejection
$412.00 of lodging with no receipt isn't something to approve on trust, it has to go back to Tomas. In the Decision card on the right, click Reject to open the return dialog.
- 08 · TYPE
Explain what needs fixing
The dialog confirms you're returning Tomas Okafor · Dublin prospect meetings, $719.20. In the "Reason for rejection" box, write a note that names the merchant, the amount and the rule, and says exactly what to do next, for example: "No receipt for The Dean Hotel, $412.00. Anything over $75 needs one, please attach it and resubmit."
- 09 · CLICK
Send the report back
With the reason written, click Reject report to return EXP-2144 to Tomas along with your note.
- 10 · CLICK
Go back to the queue
The report header now shows a Rejected chip and the Decision panel carries your note. Click Approvals in the left sidebar to return to the queue and confirm both decisions landed.
- 11 · CHECK
Verify the queue
Check the queue reflects both decisions: Awaiting you reads 3 · $3,535.15 claimed, Approved reads 7, Rejected reads 4, the sidebar badge shows 3, and the list now holds only Chicago client visit (EXP-2148), Denver conference (EXP-2147) and Manchester office supplies (EXP-2145), Priya's and Tomas's reports are gone. When you've checked all five, finish the lesson.
On completion the learner sees: You triaged a review queue by policy risk: you used the Policy flags filter to separate clean submissions from flagged ones, approved Priya Raman's unflagged Design tooling report, traced Tomas Okafor's flag to a $412.00 hotel line with no receipt, returned that report with a reason he can act on, and confirmed the queue counts.
Your turn
Turn your own workflow into training.
Every approval queue in your business has a rule that only lives in one person's head. Record it once, in your own system or a copy of it, and it stops leaving when they do. Apply your brand, or your client's, at export.
Free while we are in beta. No card. Requests are reviewed by a person.