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Managing Approval Requests from Entity Page

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AVAILABLE FROM CRM.COM R9.0.0

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What are Approval Requests

Approval Requests are automatically triggered via effective Approval Definitions added on Workflow Rules. Approval requests are created in Pending Life Cycle State and a set of users defined in the Authorised Users section of the Approval Definitions are responsible and authorised to Reject, Cancel or Approve requests.

Approval requests can be created for the following entities:

  • Activities
  • Jobs
  • Service Requests
  • Subscription

Approved Requests will enable editing of the entity on the request, given that no other pending request approvals exist for the specific entity.

Approval Requests can be managed from a dedicated screen found at FOUNDATION > WORKFLOWS > SET UP AND MANAGE APPROVALS > MANAGE APPROVAL REQUESTS and processed following the steps as provided in the respective manuals. 

However you have the option to handle the Approval Requests from the entity's data entry page.

If for example a Service Request has pending approvals that need to be processed, then you can process the request by accessing the Service Requests data entry page and using the respective action

Validations & Restrictions

ActionValidationsAdditional Information
Approve
  • The Approval Request is in Life Cycle State: Pending
  • The logged in user is in the Authorised Users
  • The user has not processed another approval request triggered from the same process. i.e. If 2 approval requests have been created for Creating a new Activity, then 2 different users will be required for processing the 2 requests
Approving Approval Requests, given that no other pending requests exist for the same entity, will make the entity editable
Cancel
  • The Approval Request is in Life Cycle State: Pending
  • The logged in user is in the Authorised Users
  • The user has not processed another approval request triggered from the same process. i.e. If 2 approval requests have been created for Creating a new Activity, then 2 different users will be required for processing the 2 requests
Cancelling Approval Requests, given that no other pending requests exist for the same entity, will make the entity editable
Reject
  • The Approval Request is in Life Cycle State: Pending
  • The logged in user is in the Authorised Users
  • The user has not processed another approval request triggered from the same process. i.e. If 2 approval requests have been created for Creating a new Activity, then 2 different users will be required for processing the 2 requests
Rejecting Approval Requests, given that no other pending requests exist for the same entity, will make the entity editable

Managing Approval Requests from Entity's page

  1. Navigate to the entity with the pending requests
  2. Search for the entity you would like to modify
  3. Click on the number/name of the entity to go to the Data Entry page
  4. From the Action Menu click on ONE OF THE FOLLOWING
    1. PENDING (X) APPROVALS > APPROVE
    2. PENDING (X) APPROVALS > REJECT
    3. PENDING (X) APPROVALS > CANCEL
      MANAGE REQUESTS VIA ENTITY PAGE
  5. According to the action selected check out the respective manuals for a description for the rest of the steps per action

Viewing Approval Requests on the Entity

If Approval Requests are available for an entity then these will be available in the Data Entry Screen of the Entity. There are 4 subsections

  • Pending Requests
  • Approved Requests
  • Rejected Requests
  • Cancelled Requests

APPROVAL REQUESTS IN ENTITY DATA ENTRY PAGE

 

 

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