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- Approval Usage: This field allows you to set whether the approval is Required or Conditional.
- Approval Type: This field allows you to choose whether it's an approval, review, or notification. It is available as an option only for Contracts.
- Assign Approval To: This field allows you to choose whether approvals are filtered to a specific team, a specific person, or both.
- Step Number: This field allows allows you to designate the order that the Approval Template record occurs in the Approval Workflow record.
- Auto-Approve?: This field allows you to choose whether or not an approval can be approved automatically. It is available as an option only for non-Contract records.
Approval Usage
Each Approval Template record contains information about the Approval Workflow that uses it, as well as whether the approval is Required or Conditional. You can determine these conditions yourself by selecting Conditional from the Approval Usage drop-down list and then filling in the Condition field using the Formula Help button. Both required and conditional Approval records are automatically generated when the Create Approvals button is clicked in the Contract record, a Sourcing Event is progressed, or the Generate Approvals from Workflow button is clicked in the Change Request record.
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The Approval Template record below is an example of a conditional Approval Template record that has had the approval condition defined in the Condition field. This example shows that this Approval Template is only generated for a particular Change Request record if the Risk if Done value of the Change Request record is Category 2 - Significant or Medium. The Related Records tab displays all other Approval Template records that are used in the same Approval Workflow.
Approval type
"Approval" is the standard Approval Type. This provides the approver options to approve, request changes, or reject the contract. "Review" allows the reviewer to provide feedback, but they cannot outright reject the contract. "Notification" informs the selected user via email without requiring any action on their part.
Assign Approval Based On
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- To assign a relevant team, select "Team from Contract", "Team from Sourcing Event", or "Team from Change Request" and then select the relevant team from the Assign To drop-down list.
- To assign a person in a relevant role, select a user type, and then select the relevant role from the Assign To drop-down list.
- To assign generally, select "Assigned Team / Person." The Approval Team drop-down list contains every team in the system, and Approver contains every person in the team chosen in Approval Team. Although it's required to select an Approver Team, it is not required to select an Approver.
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