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Learn how you can to configure Approval Definitions - | Status |
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| colour | Red |
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| title | Available from CRM.COM R9.0.0 |
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| Status |
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| colour | Red |
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| title | Available from CRM.COM R9.0.0 |
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What does this section cover?
What are Approval Definitions ?
Approvals are used in order to block a specific record from being edited, unless it is approved by an authorised user.
Approval Definitions are used to define the business rules related to approvals in the system. Each approval consist of a list of groups, units or users that are authorized to approve each entity and the number of required approvals. Approvals are defined at the entity level and are triggered only through Workflow Rules
Creating, Editing & Deleting Business Definitions that determine the overall behaviour of Approvals |
Navigating to Approval Definitions
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FOUNDATION > WORKFLOWS > SET UP AND MANAGE APPROVALS > SET UP APPROVAL DEFINITIONS |
What are Approval Definitions?
Approvals are a mechanism used to control the creation and update of entries in the System by requesting Approval from specific Users before granting access for further editing. Approval Definitions are used to define Approval business rules such as which Groups, Units or Users are authorised to grant Approval, the number of Approvals required for each record, and the entity related to the Approval. Approval Requests can be created for Activities, Jobs, Service Requests Subscriptions and (as from CRM.COM R11.0.0) Reward Offers.
Approval Definitions must be added in Workflow Rules, from where they are triggered and create Approval Requests.
Approval Definitions can be edited, deleted and have their Life Cycle State changed.
- Navigate to Approval Definitions and explore existing entries via the Summary page.
Click on the link (Name or Number) of the entry of your interest to access the Data Entry page and see more detail.
Use the Actions Menu to create a NEW Definition, modify (EDIT), or DELETE an existing one.
Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Definition.
Check the Validations & Restrictions Table below for a list of available Actions when working with Approval, including each Action's related validations and additional information. View the Attributes Table for a comprehensive description of the Approval Definition fields.
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Validations & Restrictions| Action | Validations | Restrictions | Additional Information |
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| General | | You can have multiple Effective and Not Effective definitions | Both effective and not effective | - Both 'Effective' or 'Not Effective' Approval Definitions can be selected andaddedonaWorkflow Rule, but only 'Effective' definitions are
applicable- triggered to create Approval Requests
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| Create | - Mandatory information is provided
| | | Edit | - Mandatory information is provided
| | | - Name and Alternative Code must be unique.
- Mandatory Fields must be defined.
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| Edit | - Name and Alternative Code must be unique.
- Mandatory Fields must be defined.
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| Delete | - Definition can be deleted only if
| the Approval Definition is not used by any effective or not effective workflow rules | | Setting Approval Definition - it is not added to a Workflow Rule
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| Setting Life Cycle State to Not Effective | | | If the Approval definition Approval Definition is used in at least one effective workflow rule thenThe system throws one or more 'Effective' Workflow Rule, then the System displays a warning that the Approval definition is Definition is used by specific workflows Workflow Rules and confirmation is required for before setting it the Definition to 'Not Effective |
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An * indicates a field is mandatory
| Name | Description |
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| Main Information |
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Name * | The name of the approval definition. The name is mandatory and uniqueApproval Definition. |
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Alternative Code* | The alternative code of the approval definition. The alternative code the Approval Definition. It is mandatory and unique and generated automatically based on the approval definition name, if not specified manually unless otherwise specified, the Alternative Codes for new entries default to the Name initials in capital letters. |
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Description | The description of the approval definitionthe Approval Definition. |
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Life Cycle State* | The life cycle of the approval definitionLife Cycle State of the Approval Definition, which can be one of the following: new approval definition the life cycle state new Approval Definition the Life Cycle State is automatically set to |
not effective. Only effective approval definitions can 'Not Effective'. Only 'Effective' Approval Definitions can be triggered through |
workflow rules not effective approval definitions can 'Not Effective' ones can be defined in a |
workflow rule |
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Entity * | The entity on which the approval definition that will be applied on.Supported Entities are the followingcommunicated through the Approval. The available options are: - Activities
- Jobs
- Service Requests
- Jobs
- SubscriptionsSubscriptions
- Reward Offers
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| colour | Yellow |
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| title | Available from CRM.COM R11.0.0 |
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one approval definition can one Approval Definition can be defined for each entity |
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Subject * | The subject that will be used on approval requests created through this approval definitionof the Approval. |
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Requested Number of Approvals* | Defines the necessary number of approvals that should be either approved, rejected or cancelled Approvals in order to unblock the information which is pending approvalApproval. By default this This value is set to 1 although it and can be edited by the userUser. | Infonote |
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Each user User is only allowed to approve a request Request only once. Therefore, if in the Authorised Users tab you select
• Assigned to user User (1 userUser)
• Define specific users Users (x number of usersUsers) then make sure that Number of Specific Users + 1 (Assigned To user User Selected) = Requested Number of Approvals |
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| Recipients Authorised Users |
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Authorised Users * | Defines a list of users Users that are authorised to approve, reject or cancel the entity recordentry. The users Users can be defined in the following way: - Assigned to user User (only if the entity is assignable, i.e. activities, Activities, jobsJobs, service requestsService Requests)
- Users belonging to the Assigned to Unit (only if provided the entity is assignable i.e. activitiesActivities, jobsJobs, service requestsService Requests)
- Specific Users
- Users belonging in to specific Units
- Users assigned to specific Security Profiles
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| Workflow Rules |
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Workflow Rules | Displays a list of all the workflow rules Workflow Rules that include the specific approval definition specific Approval Definition as one of their actionsActions. This information is read Read-only. |
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| Log Information | Includes the standard log information |
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Defining your own Approval Definitions tailored to your company's needs
Navigate to FOUNDATION > WORKFLOWS > SET UP AND MANAGE ApprovalS > SET UP Approval DEFINITIONS
Either search for an existing one or from the Top Menu click on NEW
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- Provide the main information as explained in the table above
SETTINGS
Provide the following information- Entity: Select from the drop down list the entity for which the approval request will be created
- Requested Number of Approvals: Type how many approvalrequests are required for each entity
Check Info Box in Attributes table for restriction on configuring Number of Approvals based on selection of Authorised Users - Subject: Type the subject
AUTHORISED USERS
Select the users that are authorised to approve, reject or cancel approval requests
- Assigned to User : Check the box if you would like the assigned to user, to be authorised to manage approval requests
Not available if the selected Entity in Settings is Subscriptions - Users Belonging to Assigned to Unit: Check the box if you would like the users that belong in the Assigned to Unit, to be authorised to manage approval requests
Not available if the selected Entity in Settings is Subscriptions - Specific Users: Click on Add and using the search modal select the users to be authorised to manage approval requests
- Users Belonging in Specific Units : Click on Add and using the search modal select the Units whose users are to be authorised to manage approval requests
- Users Assigned to Specific Security Profiles: Click on Add and using the search modal select the Security Profiles whose users are to be authorised to manage approval requests
WORKFLOW RULES
- This is a read only list of the workflow rules that include the alert definition
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Log Information - Global | Log Information - Global | From the Actions Menu click on SAVE
Deleting Approval Definitions
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Deleting a record - Global | Deleting a record - Global | Changing the Life Cycle State of Approval Definition
- Navigate to FOUNDATION > WORKFLOWS > SET UP AND MANAGE APPROVALS> SET UP APPROVAL DEFINITIONS
- Either search for an existing one or from the Top Menu click on NEW
- From the Actions Menu click on ACTIONS > SET AS EFFECTIVE
OR - From the Actions Menu click on ACTIONS > SET AS NOT EFFECTIVE
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