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Learn how you can configure Approval Definitions -
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What does this section cover?
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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 Workflow Rules.
Creating, Editing & Deleting Validations & Restrictions
| Action | Validations | Restrictions | Additional Information |
|---|---|---|---|
| General | You can have multiple Effective and Not Effective definitions | Both effective and not effective Approval Definitions can be selected, but only Effective definitions are applicable | |
| Create |
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| Edit |
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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 Web hook definition Approval Definition to Not Effective | If the Approval definition is used in at least one effective workflow rule then
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Approval Definitions attributes
| Name | Description |
|---|---|
Name * | The name of the approval definition. The name is mandatory and unique |
Alternative Code * | The alternative code of the approval definition. The alternative code is mandatory and unique and generated automatically based on the approval definition name, if not specified manually |
Description | The description of the approval definition |
Life Cycle State | The life cycle of the approval definition, which can be one of the following:
On creating a new approval definition the life cycle state is automatically set to not effective. Only effective approvaldefinitions effective approval definitions can be triggered through workflow rules, although not effective approval definitions can be defined in a workflow rule |
Entity * | The entity on which the approval definition will be applied on. The available options are described in the Supported Entities section. Supported Entities are the following:
More than one approval definition can be defined for each entity |
Subject * | The subject that will be used on approval requests created through this approval definition |
Requested Number of Approvals * | Defines the number of approvals that should be either approved, rejected or cancelled in order to unblock the information which is pending approval. By default this value is set to 1 although it can be edited by the user |
Authorised Users * | Defines a list of users that are authorised to approve, reject or cancel the entity record. The users can be defined in the following way:
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Workflow Rules | Displays a list of all the workflow rules that include the specific approval definition as one of their actions. This information is read only |
Log Information | Includes the standard log information |
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
MAIN INFORMATION
- 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 alert will be created
- Requested Number of Approvals: Type how many approvals are required
- 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
- Assigned to User : Check the box if you would like the assigned to user, to be authorised to manage approval requests
WORKFLOW RULES
- This is a read only list of the workflow rules that include the alert definition
LOG INFORMATION
Include Page Log Information - Global Log Information - Global From the Actions Menu click on SAVE
Deleting Approval Definitions
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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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