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Although Approval Templates are only available for Contracts and Change Requests, Approval Workflow records are built out for Contracts, Change Requests, Service Requests and Documents.

Use Case

Approval Workflow records may be created by members of the Admin, Admin Import, Business Admin, Change Manager, Contract Manager, and Service Manager groups. Approval Workflows are created by either:

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Approval Workflow records are either in a Status of Active or Inactive. An active Approval Workflow record appears in the Workflow Title or Approval Workflow Title drop-down menu of a Contract or Service Request record, respectively. Workflows with a Status of Inactive are no longer available for use in the approval process, so inactive workflows do not appear in the drop-down menu as a possible selections. Admin group members can change a workflow from Active to Inactive.

Automation

In the Standard System Demo, the Approval Workflow table contains a single rule. This rule is accessed by expanding the Approval Workflow table in the left pane, selecting Setup Approval Workflow, and then selecting the Rules tab:

• Create: All Create Actions (web, API): This rule runs whenever a new Approval Workflow record is created by a user or by another rule in the system. It consists of one If-The-Else action called I: All Create Actions, which contains two actions that runs when the Source Workflow ID value is not empty, which means the record has been created via cloning from another record. These two actions are a Linked Field action called L: Map ID into Source Workflow Approval Templates and an Update action called U: Set Cloned Workflow Title. L: Map ID into Source Workflow Approval Templates adds the Approval Workflow ID to the relevant Approval Template records, and U: Set Cloned Workflow Title updates the title to ensure that the new, cloned record has the correct title format for a cloned record.

Ownership

Workflow records are owned by the user who creates them. Specifically, a record is owned by the user whose Login matches the Creator Login field.