Work with approvals
Creatio lets you submit records for approval by other users who can choose to approve or reject the record. Approvals can be managed (approved or rejected):
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by a specific employee, for example, a department manager.
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by an employee of the specific role (user group), such as "Finance department," "Administration," etc.
To submit one record for approval to multiple employees, create an approval for each of them.
If someone submits a record for your approval, you can approve it, reject it, or forward it to another employee. You can manage your pending approvals using the following:
- The notification panel in the top right.
- The Approvals component on the form page if available.
- The Approvals list component on the form page if available.
Out of the box, the approval components are available in the Contracts, Invoices, and Orders sections. You can add the components to any section if needed.
Set up approvals
To set up approvals for an object, set up the approval process in the Process Designer or Case Designer. Select the tool depending on the specifics and complexity of your approval process:
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Use the Process Designer if the approval process is complex and has multiple stages. The behavior of the approval can be specified in the Approval business process element.
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Use the Case Designer if the approval process is simple and has no complex conditions and transitions, or if it does not have a set sequence and is difficult to structure. The approval will be created automatically when a corresponding case stage is activated.
You can enable approval’s email notifications in the properties of the Approval element in the business process or case.
Approve records
You can approve records in the notification center on the communication panel, in the Approvals Freedom UI component, or the Approvals list component on the relevant page.
To approve a record in the Approvals component:
- Open a form page of the relevant section, for example, Contracts.
- Click
in the Approvals component.
Work with approvals in the notification panel
When you work with approvals in the notification panel, you can use additional commands in the actions menu to manage approvals.
Approve: accepts the approval. After you confirm the action, the approval status will be changed to "Positive."
Out of the box, comments during record approval are optional. You can make the Comment field required by editing the "Accept approval without comment" (the "AcceptApprovalWithoutComment" code) system setting.
Reject: Rejects the approval. This action opens an additional window where you need to enter approval comments. After you confirm the action, the approval status will be changed to "Negative."
Change approver: changes the employee assigned as approver. The action is available for approvers if the Delegation permitted checkbox is selected for the approval and the Delegated from field is not filled out. This action opens a list of users and user groups that comprise the organizational structure of your company. The user selected in this list will be specified in the Approver field, and the current user will be specified in the Delegated from field.
You can use the Approve, Reject, and Change approver commands for approvals in the "To set" status that are not canceled.
Learn more about approvals in the mobile application in a separate article: Approve records.