The approval workflow is driven by configuration: departments, the approval tier each belongs to, what each tier may do and which departments review which kinds of submissions. This page is for administrators.
Departments#
Organization Mng → Department → Departments. Departments form a two-level hierarchy: the main grid shows top-level departments; expand a row to see and add its child departments.
| Field | Description |
|---|---|
| Department name, Abbreviated name, Department code | The abbreviated name is used as the title of the department's approval box. |
| Approval tier | The tier column the department appears in (see below). |
| Approval tier sort order | The order of departments within the tier (highest first). |
| Color code | A color to recognise the department. |
| Department size, Employee count, Governmental | Descriptive information. |
| Default fund, Allowed funds, Objective | Child departments only. |
| Is Active | Inactive departments are no longer offered. |
Row buttons:
- Assign users to roles (person icon): add users to each department role of this department.
- Approval labels (tag icon): rename the fields of this department's approval box (see below).
- Edit, Clone and Delete.
Approval labels#
Each department can use its own wording on the Approvals tab, for example Legal reviewer instead of Submitter. In the Approval Labels window, enter a label for any field (assignment status, Level 1 user and date, submission status, ready date, approver, approval date, approval status, endorsement). Leave a field empty to keep the default.
Approval tiers#
Settings → Approval Tiers defines the review stages.
| Field | Description |
|---|---|
| Approval Tier Name | Shown as the column title on the Approvals tab. |
| Approval Tier Slot | The order of the tiers. |
| Level 1 role, Level 2 role | The department roles that do the work and approve it in this tier. |
| Is submitter tier | The tier of the submitting department. |
| Is approval tier | The tier whose departments come from the category / transaction type rules. |
| Visual elements | Which fields of the approval box this tier shows. Fields that are not shown are completed automatically, which is how Confirmation can skip the Level 1 step. |
| Capabilities | What users of this tier may do (see below). |
| Post tasks | What happens automatically after assignment, after Ready and after approval (see below). |
Capabilities#
| Capability | Effect |
|---|---|
| Can edit all tabs | Level 1 and Level 2 users of the tier can edit every tab of the submission. |
| Can edit all tabs per department | As above, but only for users who are also in the submitting department's box. |
| Can edit approval related tabs | Only the Approvals and Activity notes tabs can be edited. |
| Can edit previous tier | Shows Enable Previous Tier to Level 2 users. |
| Can edit all lower tiers | Shows Enable All Previous Tiers to Level 2 users. |
| Can select meeting schedule date | Approving opens the meeting picker; the box shows the meeting and the Reschedule button. |
Post tasks#
| Task | Effect |
|---|---|
| Send email to level 1 user(s) if assigned | Sends Submission Assigned. |
| Send email to level 2 user(s) if finalized | Sends Submission Waiting Approval when Level 1 is Ready. |
| Send email to next tiers level 2 user(s) if approved | Sends Submission Approved to the next tier once the whole tier is approved. |
| Send email to creator if approved | Tells the creator the submission was approved. |
| Create signed / un-signed submission PDF | Stores the memo PDF, with or without the approver's stamp as signature. |
| Merge submission attachments | Builds the merged final PDF and enables Sign document and Merge document. |
Standard configuration#
| Tier | Roles (L1 / L2) | Capabilities | After approval |
|---|---|---|---|
| Presubmission | Submitter / Submission approver | Approval related tabs | Notify next tier |
| Submission | Submitter / Submission approver | All tabs per department, previous tier | Notify next tier |
| Approval | Review User / Review approver | Approval related tabs, previous tier | Notify next tier |
| Validation | Review User / Review approver | All tabs, all lower tiers, meeting date | Notify next tier |
| Confirmation | — / Review approver | All tabs, all lower tiers | Signed PDF, merge attachments, notify creator |
Parameter WaitForPreviousTier (Y by default) makes each tier wait until the previous tier is complete. With N
all tiers can work in parallel.
Which departments review what#
The departments of the Approval tier depend on the submission's category and transaction type. Set this on Submission Mng → Submission Category - Transaction Types:
- Pick a submission category on the left.
- Tick Associated for every transaction type allowed in that category. Only associated types are offered on the submission's Actions tab.
- Choose the Departments that must review this combination (or ALL).
Transaction Type - Submission Categories shows the same links from the transaction type's side. Changes apply to submissions whose department, category or transaction type is changed afterwards.
Changing the reviewers of one submission#
To add or remove a reviewing department on a single submission, open Submission Mng → Submission - Approval Departments, pick the submission on the left (the most recent unfinished submissions are listed) and tick or untick Associated for each Approval-tier department. The submission's Approvals tab updates immediately.