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Approval Templates can be created by users in the Admin, Business Admin, Contract Manager, Change Manager, and Service Manager groups. New approval template Approval Template records are normally added from within an approval workflow Approval Workflow record. Creating an approval template from the Approval Workflow table populates the link to the workflow. If an approval template is created directly from the Approval Template table, a linked Workflow Title should be manually selected.
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When Conditional is selected, the Condition field will appear. The user can then input a formula that is evaluated when approvals are generated. This formula can contain any number of conditions that can be linked together by operators such as "or", "and", "contains", etc. Typically the Condition condition is a search criterion based on some field value(s) in the contract or change request. Conditional approvals are only generated if the condition is met.
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Approvals can be assigned to teams or users based on fields in the Approval Template approval template or other variable fields from the parent record such as Contract Owner, Requester Manager, Contract Department Head, or Change Manager, Change Requester, etc.
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Similarly, when Team from Contract is selected, a team can be chosen from the Assign To drop-down. For approval templates related to change requests, the options for Assign Approval Based On are 'Person from Change Request' and 'Team from Change Request'.
Sequence of Approvals
The sequence of approvals depends on the Step Numbers. Approvals are generated and ordered based on the Step Number order, and are triggered to Pending Approval from the lowest to the highest Step Number. To set up parallel Approvals, give the same Step Number to each Approval Template in a parallel step. All concurrent Approvals, or Approvals with the same step number, must be approved in order to trigger the next step.
The automation that controls the triggering and ordering of approvals is managed from the Approval record, not the Approval Template. Fields in the approval Approval record are used to determine if there are concurrent approvals and to define the Lowest Step Number. If the first step is a conditional approval marked Not Needed, the lowest step number may not be 1.
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