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Approvals are generated automatically based on a workflow and its approval templates, and can also be created ad hoc by users with the appropriate privileges, either in addition to the predefined approvals , or instead of them.
Use Case for Contracts
The process begins when the Create Approvals button is clicked in the a contract record. Contract approval records are created from can be created in two ways:
- From Approval Templates using a conversion action
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- Manually on an ad hoc basis.
For information on starting the approval process for a contract, refer to the Handling Approvals section.
Each approval record stores the parent Contract ID, Approval Team, and Approver, the user who submitted the approval. The On the History tab, the Date Approved/Rejected field captures and displays the timestamp of the approval, shown on the History tab.
Notes about the approval or rejection are entered into the Approval Notes field. When the record is saved, the notes are appended to the All Contract Approval Notes field and are visible from any approval linked to that Contract. Additionally, the notes are appended to the Approval Notes field in the parent contract record, located on the Approvals tab.
Only Approvers and members of the specified Approval Team can update Approve, Require Changes for, or Permanently Reject approval records. Users updating the Status to Permanently Rejected or Requires Change must enter Approval Notes.
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To begin the approval process for documents, select Yes for Requires Approval on the Progress tab of a Document record. Select one or more ReviewerApprover(s) who will be assigned to review and approve the document. Click Submit for Approval to generate the approval records.
All Document approvals are created with an Approval a Status of Pending Approval. Document approvals are parallel, i.e. all document-related approval records are created and with a Step Number of "1" through conversion. Notes added to document approvals are appended to the Approval Notes field in the parent document. For more information on approvals for documents, see the Documents Document Management Table section.
Use Case for Change Requests
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This will generate all of the approvals for that workflow. If an approval template's Approval Usage field has a value of Conditional, then it is not created unless the condition is met. The other method is for a change manager to create an ad hoc approval using the Create Approvals checkbox in the change request on the Approvals tab:
Note that this checkbox is only visible if the service was defined to permit ad hoc approvals and only until the approvals are launched. The approvers are not notified until the Change Manager launches the approval process, by clicking the Launch Approvals button. At that point, the lowest numbered approval record will be updated to Pending Approval and the Approver or the Approval Team (if the Approver field is blank) will be notified that the approval is due. If there are any concurrent approvals for a particular step, the approval record will be updated with those concurrent approvals.
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