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Configuring Approval Definitions

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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
Workflow Rules.

Creating, Editing & Deleting Validations & Restrictions

ActionValidationsRestrictionsAdditional Information
General You can have multiple Effective and Not Effective definitionsBoth effective and not effective Approval Definitions can be selected, but only Effective definitions are applicable
Create
  • Mandatory information is provided
  
Edit
  • Mandatory information is provided
  
Delete

Definition can be deleted only if the Approval Definition is not used by any effective or not effective workflow rules

  
Setting Approval Definition to Not Effective  If the Approval definition is used in at least one effective workflow rule then
  • The system throws a warning that the Approval definition is used by specific workflows and confirmation is required for setting it to Not Effective

Approval Definitions  attributes 

NameDescription

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:

  • Not Effective
  • Effective

On creating a new approval definition the life cycle state is automatically set to not effective. Only 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.Supported Entities are the following:

  • Activities
  • Service Requests
  • Jobs
  • Subscriptions

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:

  • Assigned to user (only if the entity is assignable i.e. activities, jobs, service requests)
  • Users belonging to Assigned to Unit (only if the entity is assignable i.e. activities, jobs, service requests)
  • Specific Users
  • Users belonging in specific Units 
  • Users assigned to specific Security Profiles

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

  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
    APPROVAL DEFINITIONS

  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 alert will be created
    2. Requested Number of Approvals: Type how many approvals are required
    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
        LOG DETAILS

  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
    CHANGING LIFE CYCLE STATE

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