The Approval Rules in a Workflow determine how and who must approve a Form before it can move from one stage to the next, or before it can be closed off.
In this article, you will learn about:
- Types of Approval Required
- Types of Approval Rules
- Additional Custom Approval Options
- Additional Approval Rules
For more information, see the following articles:
- How to Set Up Workflows and Stages on a Register in Assurance
- How to Set Up a Workflow Stage to Automatically Submit a Form for Approval in Assurance
- How to Set Up Approval Reminder Notifications on a Register Workflow in Assurance
- How to Create a PDF of a Register Workflow in Assurance
Types of Approval Required
| Approval Required | Description |
|---|---|
| No Approval Required |
The Form will not require any approvals to move to the next stage. |
| Stage Approvers |
All Forms will require the same approvals to move to the next stage. |
| Based on Business Units |
The approval required to move to the next stage will be different based on the Business Unit of the Form. If the Form has multiple business units selected, then approval for all those relevant Business Units is required. |
| Based on a Field |
The approval required to move to the next stage will be different based on an answer to a Single or Multi Select field on the Form. If multiple field answers are selected, then the approvers for each relevant bracket will be required. Please Note: Look up enabled single-select and multi-select fields are not supported by this feature. In the example above, the approval brackets are based on the field Complaint Type which has two answers; Internal and External. Each answer in the field has been made an approval bracket. All internal complaints will be approved by Barry Wong. All external complaints will be approved by Christine Furguson. All other field answers is a mandatory fallback approval bracket. This bracket is the catch all for any answers that have not been made into approval brackets or any new answers are added after the approval rules are set up and an approval bracket was not set up for them inadvertently. When the Approval Brackets are based on just one field, if the user selects more than one answer (usually with a multi select), the approval rules for both answers will apply. In the above example if the user selected Internal and External then both Barry Wong and Christine Ferguson would be required to approve. See below for an example of who will be the approvers based on the answers on the Form:
|
| Based on $ Bracket |
This feature is particularly useful with a Gifts and Benefits Register or Contract Management in Assurance as it allows you to specify Approval Brackets based on $ value ranges. The approval required to move to the next stage will be different based on the built-in Contract Value field of the Form. You can control the approvers based on ranges, for example if the contract is between $0 and $1000, $1001 and $2000 and more than $2001 each of those ranges can have their own approvers. |
Types of Approval Rules
For the bracketed approval types (Business Unit, Contract Value or Field), there are additional Approval Rules you can select for each bracket.
| Approval Rule | Description |
|---|---|
| One to approve |
Only one of the approvers selected needs to approve the stage transition. |
| All to approve |
All of the selected approvers need to approve the stage transition. |
| Custom approval |
Allows the person submitting the form for approval to select the number of approvers that will be required to move the form to the next stage. |
Additional Custom Approval Options
Selecting Custom Approval reveals an additional option for Requester Selects Approvers.
| Custom Approval | Description |
|---|---|
| Requester Selects Approvers |
You can also use the Requester Selects Approvers.This allows the user submitting the form for approval to select who from the approvers pool should be the approvers for the current approval. For example in the screenshot below, if they only select Declan and Elizabeth then for this approval either Declan or Elizabeth will need to approve the Form. Selecting this option also reveals two additional options; Requester Can Override and Requester Selects Number of Approvers. Please Note: This is not available in the first stage if the Public Link is active. |
| Requester Can Override |
Selecting the Requester Selects Approvers option also reveal the Requester Can Override option. The Requester will be able override the need for any approval and directly move the Form to the next stage if they need to. Please Note: This is not available in the first stage if the Public Link is active. |
| Requester Selects Number of Approvers |
Selecting the Requester Selects Approvers option also reveal the Requester Selects Number of Approvers option. The Requester can select as many approvers as they choose from the pool of approvers. Please Note: This is not available in the first stage if the Public Link is active. |
Additional Approval Rules
| Additional Approval Rules | Description |
|---|---|
| Person Responsible Mandatory Approval |
You can also select the option for Person Responsible Mandatory Approval - This option means that when the Form is submitted for approval in that stage, the Person Responsible is made an approver, as well as any other approvers that have been set up for that stage. This also means that if the Person Responsible for that particular Form changes, then the approver will include the new Person(s) Responsible instead. |
| Auto Submit for Approval |
After deciding who will be the approvers for the stage you then have the option for Automatically submit for approval when the form enters this stage. This means that when the Form enters this stage, it will be submitted for approval automatically, without a user having to select the Submit for Approval button. Stages that have been set up to Automatically submit for approval will be marked with a plane icon. Please Note: Forms submitted using a public link will be automatically submitted for approval in the first stage. To learn more, please refer to the following articles: |
Comments
0 comments
Please sign in to leave a comment.