Configuring Approval Definitions
- Persia Xenopoulou (Deactivated)
Table of Contents
Navigating to Approval Definitions
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.
Validations & Restrictions
| Action | Validations | Additional Information |
|---|---|---|
| General |
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| Create |
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| Edit |
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| Delete |
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| Setting Life Cycle State to Not Effective |
| If the Approval Definition is used in one or more 'Effective' Workflow Rule, then the System displays a warning that the Definition is used by Workflow Rules and confirmation is required before setting the Definition to 'Not Effective.' |
Attributes
An * indicates a field is mandatory
| Name | Description |
|---|---|
| Main Information | |
Name * | The name of the Approval Definition. |
Alternative Code* | The alternative code of the Approval Definition. It is mandatory and unique and unless otherwise specified, the Alternative Codes for new entries default to the Name initials in capital letters. |
Description | The description of the Approval Definition. |
Life Cycle State * | The Life Cycle State of the Approval Definition, which can be:
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' ones can be defined in a Workflow Rule. |
| Settings | |
Entity * | The entity that will be communicated through the Approval. The available options are:
More than one Approval Definition can be defined for each entity |
Subject * | The subject of the Approval. |
Requested Number of Approvals* | Defines the necessary number of approved, rejected or cancelled Approvals in order to unblock the information which is pending Approval. This value is set to 1 and can be edited by the User. Each User is allowed to approve a Request only once. Therefore, if in the Authorised Users tab you select then make sure that Number of Specific Users + 1 (Assigned To User Selected) = Requested Number of Approvals |
| Recipients Authorised Users | |
Authorised Users * | Defines a list of Users that are authorised to approve, reject or cancel the entity entry. The Users can be defined in the following way:
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| Workflow Rules | |
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 | |
| Log Details | The standard set of Log Details information available in all entities. |
View Understanding Workflows for business examples related to Approval Definitions.
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