The Approvals table holds all of the approvals that are sent to users and approved or rejected by them. Each record in the table is an individual approval or rejection linked to a parent Change Request, Contract, or Document record.
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The process begins when the Create Approvals button is clicked in a contract Contract record. Contract approval Approval records can be created in two ways:
- From Approval Templates using a conversion action
- Manually on an ad hoc basis.
For information on starting the approval process for a contract, refer to the Handling Approvals section.
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Only Approvers and members of the specified Approval Team can Approveapprove, Require Changes require changes for, or Permanently Reject approval permanently reject Approval records. Users updating the Status to Permanently Rejected or Requires Change Require Changes must enter Approval Notes.
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The approver can approve the change by email through a hotlink or click a Require Change or Reject hotlink to edit the Approval record directly and enter some comments and click the appropriate button. If editing the approval record directly, comments will be required if the approval record is rejected Rejected or marked as requiring changesRequire Changes.
A validation rule requires that any individual who clicks one of the three buttons to approveApprove, reject Reject or require changes Require Changes is a member of the Approval Team.
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If the approver marks the approval as Requires ChangeRequire Changes, the linked change request will not be changed, but the Change Management team and Change Manager (if any) will be notified and they will decide whether any changes made require restarting the whole approval process or just carrying on from the rejected approval. If they want to start over, they will click a "Relaunch Approvals" button and that will first set all linked approvals to Queued and then launch the first step again. Otherwise, they can set the "requires change" approval Require Changes back to Pending approval Approval for the process to carry on from there again.
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