Workflow Reject Options

There are 3 standard types of rejections. If you are receiving invoices from Vendors via the Exchange Portal, there is a 4th option specific to those documents.


All steps below require pushing the Reject button first, while the document is open or selected.



  • Reject Only: Selection will push the document back one step in workflow. This is used when approver B wants to reject back to approver A. Rejects back to the previous approver/step.

    1. Select the Reject button while the document is open or selected.
    2. A box will appear with the following text box. Place a comment in the Comment (mandatory) box.
    3. Click OK.


  • Reject from approval: Selection will reject the document from the approval phase of workflow back to the indexing or coding step. 
    Example: If approver A has approved, and approver B selects this option, the document will route back to the user responsible for the original indexing and coding of the document. If the document is approved forward again, both approver A and B will see the document again.

  1. Select the Reject button while the document is open or selected.
  2. A box will appear with the following text box. Place a comment in the Comment (mandatory) box.
  3. Select the Reject from Approval checkbox.
  4. Click OK.

  • Reject to Repository: This is a special permission granted to specific users. Selection of this option will completely remove the document from any further processing through the workflow. This option completely rejects the document because you are refusing to continue, as there is a fundamental issue with the document. This is a permanent rejection, which will flag the document as “Rejected” in the folder. 

        Example: If someone invoiced you that did not actually do work or if you receive an invoice that             doesn’t total up to the invoice total and you ask vendor to submit a new invoice.

  1. Select the Reject button while the document is open or selected.
  2. A box will appear with the following text box. Place a comment in the Comment (mandatory) box.
  3. Select the Reject to Repository checkbox.
  4. Click OK.


Available for invoice rejection only


Reject to Sender: This is a special permission granted to specific users. Selection of this option will appear when the invoice is at an approval step (typically in the ‘Reject to Vendor’ approval group) and you want to reject back to the Exchange vendor.  Upon selecting, the user will be prompted to enter a rejection comment, the invoice will be removed from workflow and the comment will get sent to the vendor along with note that the invoice was rejected to the vendor.
Example: If a vendor submits an invoice that needs to be corrected and resubmitted.


  1. Select the Reject button while the document is open or selected.
  2. A box will appear with the following text box. Place a comment in the Comment (mandatory) box.
  3. Select the Reject to Sender checkbox.
  4. Place a comment in the External Comment (mandatory) box.
  5. Click OK.