Approval

Figure: Workflow Approval Process

Configure Approval Component

To configure approval component, perform the following steps:

1. Navigate to Design Studio, select module from the list and click Workflow Designer.
       The Workflow list screenshot is displayed:
   Figure: Workflow List Screenshot
   
   
2. Click New to create a new Workflow Designer.
   
   
3.  In the Workflow Canvas, drag and drop the User Approval component.
        The User Approval component is displayed.
   Figure: Workflow Designer Canvas
   
   
4.  Click and select Configure Properties or double-click the Approval component.
   The User Approval - Properties screenshot displayed.
   Figure: User Approval - Properties
   
   
5. Enter values in the required fields as described in the following table and click Save.

Types of Approvals

The type(s) of approval required for the workflow which ensures that tasks are properly authorized and executed in compliance with organization's standards. It specify the review and authorization processes necessary for different stages or actions within the workflow.

The following are the approvals type in Workflow Designer:

• Static Approval
• Dynamic Approvals
• Based On User Attributes
• User Selectable
• Role Based Approval

Static Approval

Static approvals involve fixed authorization procedures with predefined rules that remain unchanged unless formally updated. Their effectiveness varies depending on an organization's specific IT environment. The approval configure based on the combination of User or Group approvals for all approval component.

Figure: Static - Approval Type

By Users

The Users field enabled you to select an individual or an additional users as an approvers for this component. Click Select User(s) by Filter to configure filters or conditions based on the requirement.

• Allow Requestor to Select Additional Approver(s) : Enables you to select additional approver. If the approval setup is configured for Level-1, the requestor select additional approvers; for Level-2, it can be either the requestor or Level-1, depending on the configuration.
  
  
• Approval Selection is Mandatory : Enable to ensure that the user must select an approver during the workflow creation and ensure that an approval is an integral part of the process. It is necessity for explicit approval at that stage for the workflow to progress. This option is displayed only when the Allow Requestor to Select Additional Approver(s) is enabled.
  
  
• Approval to be Select Additional Approver(s) : Enables you to select additional individuals for approval ensuring flexibility in the approval process.

Figure: By Group

By Groups

The groups field enables you to select from various predefined groups of approvers. When you select a static group, it displays the current count of members within the selected group, reflecting the number of individuals in that specific state.

• Allow Requestor to Select Additional Group Approver(s) : Enables you to select additional group of approvers.
   
• Approval Selection is Mandatory : Enables that you must select an approver during the workflow creation and ensure that an approval is an integral part of the process. It is necessity for explicit approval at that stage for the workflow to progress. This option is displayed only when the Allow Requestor to Select Additional Approver(s) is enabled.
  
  
• Group Approval to be Selected by : Enable to select a group for making approval selections. If you have configured an approver for Level-1 then only the requester can select an additional approvers. For Level-2 approver configuration, the requester or Level-1 can select a group of approvers based on the configuration. 

The following use case from the ITSM domain on the importance of Approval Type - Static Approval.

Dynamic Approvals

Dynamic approvals enable adaptable and automated approval processes within the IT environment, tailored to the unique circumstances and requirements of each task or request, rather than being rigid and static. Based on the field values in the form decides the approval is called Dynamic Approval.

Approval of dynamic groups is contingent on the values defined within the record. Once a dynamic group is selected, you have the option to select from the groups configured for the transaction table. The dynamic groups appears based on the master table of the workflow.

Figure: Dynamic Approval

Dynamic Group - The dropdown will display dynamic groups that correspond to the transaction table on which the workflow is configured. When selected, a message will display indicating the criteria that determine when the approval will occur. 

Figure: Dynamic Group - Approval

The following example from the ITSM domain on the importance of Workflow Designer.

Based On User Attributes

In this type of approval, the approvals defined based on user attributes by dot walking mechanism. It navigates to the data by specifying a series of attributes or fields separated by dots (periods).

• Transaction Table - The dropdown will display dynamic groups that correspond to the transaction table on which the workflow is configured.
  
  
• User Object - Select the transaction table column that serves as the basis for defining approval. All columns are pre-defined in the transaction table.
  
  
• Group Approval - Select the reference table associated with the selected column.

Figure: Based On User Attributes

The following use case from the ITSM domain on the importance of Approval Type - Based on User Attributes.

User Selectable

User-selectable approval allows you to select from a list of available approval options during the request is process. This provides flexibility and empowers requesters to specify who should approve their request, based on the available choices.

This type of approval simplifies the procurement process by allowing requesters to specify the most appropriate approver based on their unique needs and circumstances.

Figure: User Selectable

By Users : Select individual and additional users as an approvers for this component. Click Select User(s) by Filter to configure filters or conditions based on the requirement.

By Groups : Enables to select different static group for approver. On selecting the Static group, it indicates reflection of states how many members are present in the selected group.

The following use case from the ITSM domain on the importance of Approval Type - User Selectable.

Role Based Approval

Approval defined in the based on the user role by using dot walking mechanism. The approval process is established by taking into account the specific roles assigned to users within a organization. The term "dot-walking mechanism" used to automate or define the approval workflow based on the user's role, ensuring that the appropriate individuals with the necessary permissions are involved in the approval process.

Figure: Role Based Approval

Select the column names are displayed based on the selected transaction table. 

Icon	Description
	To add additional records role based approval. Ensure that the data provided for the new item adheres to the relevant requirements.
	Enables you to specify whether the selected Approval Role is required or optional. You can set the field as mandatory, indicating that users must approve this record before proceeding to other. In the list of records at least one record should be mandatory.
	Enables you to delete the approval role record.

The following use case from the ITSM domain on the importance of Approval Type - Based on User Attributes.

Configure Field To Be Filled by Approver

The "Configure Field To Be Filled By Approver" section allows you to specify the access level (view and edit) granted to selected approvers. Fields with restricted access are configured in the Security tab of the Sub Form within the Form Designer. Here, you can define which fields the approver can view on the sub forms.

Figure: Configured Field To be Filled By Approver

Click the Select Field dropdown to view configured fields, for which you can specify the type of access for the selected approval.
 Figure: Select Field

Select the check box corresponding to the field, then enable the appropriate switch option provided in the "Select Field" dropdown to grant the following accesses to the approver

View - Enables the approver to view and review certain information without the ability to make any changes. It ensures transparency and facilitates the approval process by allowing approvers to assess the relevant data before making decisions.

Edit - Enables the approver to modify specific information, granting them the flexibility to update, correct errors, or make adjustments as required. Turning on the edit switch also enables the view access.

Mandatory - Enables the approver to provide approval on specific fields. Without this approval, the process cannot proceed to the next step. When the fields are marked as mandatory, then it must be filled by Approvers for the approval action on a record to be completed. In approval reminder emails, if mandatory fields are present, the Approval Action buttons should not be visible. Instead, a message “This record has some mandatory fields to be filled as part of Approval Process. To approve the record please click here.” should guide approvers to the ticket page to fill these mandatory fields and complete the approval process.

Approval Conditions

The required number of approval conditions varies based on the organization's specific process complexity. It can range from a single condition in basic workflows to multiple conditions in more intricate processes.

The defined minimum approval conditions are:

1. All Members – should approve - In this approval type, every member's approval is necessary for the process to be finalized.
   
   
2. Any One Member - should approve -  In this approval type, any one member's approval is necessary for the process to be finalized.
   
   
3. Minimum approvers (in number) – should approve - In this approval type, defined number of approval is necessary for the process to be finalized. 
   
   
4. Minimum approvers (in %) – should approve -  In this approval type, define the minimum % of approvers who should approve is necessary for the process to be finalized.
   
   
   Note

   The define number should be whole number only.

Approval Action

The approval actions are the actions performed by the approvers are authorized to perform approval actions which are:

• Approver 1 can Approve, Reject, On Hold, Forward To, Refer Back
  
  
• Approver 2 can only Approve & Reject
  
  
• Approver 3 can Approve and keep it On-Hold but not Reject

Approval actions are activated accordingly. You can customize the display name to appear on the transaction screen and establish a workflow action, which appears as a node within the Approval component. Subsequent workflow steps can then be defined based on this approval action.

Figure: Approval Actions

The table provides explanations for the following listed actions:

Refer Back

Using the Refer Back feature allows for a reassessment of the task to ensure alignment with organizational objectives and handling exceptions by returning to a prior stage in the workflow.

Figure: Refer Back