The quick answer
In the existing ApprovalMax approval matrix, open the source approver’s menu and choose Copy rule to user. Clear the initial all-column selection, select Department only, then click Next. Select the recipient and the intended workflow step, then click Copy. Compare the resulting Department conditions before treating the workflow as saved, published or active.
ApprovalMax is a separate approval application connected to NetSuite. This walkthrough ends in the matrix editor before Done or Update the workflow. It demonstrates an in-editor copy. Saving or publishing this change is not demonstrated, nor is a Bill decision, a native NetSuite status change or synchronization. Person, organisation and department names are fictional example data.
Before you start
Use an ApprovalMax account permitted to configure the connected organisation’s workflow. The example user is Alex Morgan, an Administrator in Example Supply Co. The existing Bill workflow has Head of Departments, Legal and Board steps. This exercise uses Head of Departments; its All condition is context and remains unchanged.
The starting matrix has Casey Brooks matching seven departments, Jordan Lee matching Operations only, and Taylor Reed not matching Design and Operations. Start with equivalent test conditions if your organisation uses different values. The connected organisation, Bill workflow, Head of Departments step and these three approver rows must already exist, and the configuring user needs permission to edit that matrix. The exercise does not create or approve a vendor bill.
01 · Compare the starting rules
Open the Head of Departments approval matrix and identify the three approver rows. Casey is the source, Jordan is the recipient, and Taylor provides the unchanged comparison.
Pan the wide matrix to Department. In the same row order, Casey matches Design, Operations, Facilities, Customer Service, Shared Services, Headquarters and Research. Jordan matches Operations only. Taylor’s operator is Department does not match, with Design and Operations.
02 · Choose the source rule
Pan back to the approver column. Open the ellipsis on Casey Brooks’s row and click Copy rule to user. This identifies the approver whose selected column data will supply the copy.
03 · Copy Department only
On Step 1: Choose Columns to copy, every rule column is initially selected. Clear the Column select-all checkbox, then select Department alone. In this example, confirm the other eight displayed rule columns are clear and click Next.
04 · Choose the user and step
On Step 2: Choose Users & Steps to copy to, select Jordan Lee. Leave the other users unselected.
In Jordan’s Workflow steps control, choose Head of Departments. The selected user and step together identify the target. Click Copy.
05 · Compare the editor result
Pan to Department again. Jordan now shows the same seven Department matches values as Casey. Taylor still shows Department does not match Design and Operations. The other visible fields still display Any in this editor view; this example does not test a separate restricted Amount condition.
Stop in the matrix editor. Done and Update the workflow have not been clicked after this copy, so the displayed result is not evidence of a saved or active workflow.
Common questions
Does Copy append the source’s Department values?
Here, the copy replaces Jordan’s one-value Department condition with Casey’s seven-value Department condition. Department was the only column selected in Step 1; the other columns were not copied.
Why choose a workflow step as well as a user?
The copy target is identified by both the user and the workflow step. Here, Jordan is selected only in Head of Departments. No claim is made about Jordan’s configuration in another step.
Why is Taylor’s negative condition unchanged?
Taylor was not selected as a recipient. The result still shows the original operator and two values. Compare that row as well as the recipient rather than assuming every approver changed.
Does this prove NetSuite bills now route to Jordan?
No. The exercise shows a copied condition in ApprovalMax’s editor. It contains no completed workflow update, qualifying Bill submission, approver assignment or synchronization test.