AVAILABLE FROM CRM.COM R9.0.0

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 Validations & Restrictions

Approval Definitions  attributes 

Defining your own Approval Definitions  tailored to your company's needs

1. Navigate to FOUNDATION > WORKFLOWS > SET UP AND MANAGE ApprovalS > SET UP Approval DEFINITIONS
   
2. Either search for an existing one or from the Top Menu click on NEW
   
   
   

3. MAIN INFORMATION

   1. Provide the main information as explained in the table above

4. SETTINGS

   Provide the following information
   1. Entity: Select from the drop down list the entity for which the approval request will be created
   2. 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
   3. Subject: Type the subject

5. AUTHORISED USERS

   Select the users that are authorised to approve, reject or cancel approval requests
   
   1. 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 
   2. 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 
   3. Specific Users: Click on Add and using the search modal select the users to be authorised to manage approval requests
   4. 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
   5. 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

6. WORKFLOW RULES

   1. This is a read only list of the workflow rules that include the alert definition

7. LOG INFORMATION

   Log information section keeps all the logging information related to the specific record

   • Basic set of information available in all entities
     • Created By User: The user that created the entity
     • Created By Unit: The unit of the user that created the entity
     • Updated By User: The user that last updated the entity
     • Updated by Unit: The unit of the user that last updated the entity
     • Date Created: The date the account was entity
     • Date Updated: The date the account was last entity
       

8. From the Actions Menu click on SAVE

Deleting Approval Definitions

1. Search for the entity that you would like to delete
   Visit  Using Summary Pages   to find out how you can search using CRM.COM Summary Screens
2. Click on the link of the record you would like to delete, to be transferred to the Data Entry page
3. From the actions menu click on "DELETE"
    The entity will be deleted given that the validations are satisfied
   
   

Changing the Life Cycle State of Approval Definition

1. Navigate to FOUNDATION > WORKFLOWS > SET UP AND MANAGE APPROVALS> SET UP APPROVAL DEFINITIONS
   
2. Either search for an existing one or from the Top Menu click on NEW
3. From the Actions Menu click on ACTIONS > SET AS EFFECTIVE
   OR
4.  From the Actions Menu click on ACTIONS > SET AS NOT EFFECTIVE