The [Approvals] tab is displayed on the record page if the approvals are enabled in the section (Fig. 1).
Note
By default the tab is available in the [Contracts], [Invoices], and [Orders] sections. Adding the tab to another section can be preformed in the section wizard. Read more >>>
Fig. 1 [Approvals] tab on the record page.
The [Approvals] detail contains information about all approvals created for the current record.
| Approval objective | Purpose of the approval. The field is populated once the approval is created. |
|---|---|
| Approver | An employee or a specific role that was specified as an approver when the approval was created. If a role is selected instead of specific user, any employee who is a member of the organizational role can process the approval. The field is populated once the approval is created. |
| Set by | Name of the employee who processed the approval. |
| Set on | Date and time when the approver processed the approval. |
| Delegation permitted | If this checkbox is selected, the approver can forward the approval to another employee or a group. |
| Status | Approval result, (“Positive”,“Negative”, etc). If the approval has not been processed yet, it has the “To set” status. |
| Delegated from | Name of the employee who forwarded the approval. This field is populated if the approver choses to delegate the approval. For example, initially, a sales department manager is specified in the [Approver] field. If the approval is later delegated to the finance department, the [Delegated from] field will be populated with the name of the sales department manager. |
| Canceled | The checkbox indicates that the approval has been canceled and another approval is valid at the moment. You cannot cancel an approval manually, the checkbox is selected and cleared automatically, according to the business logic of the approval process. For example, bpm’online can automatically select the [Canceled] checkbox for the current approval if the other approval of the same record from the same approver has the “Negative” status. |
| Notes | Approver’s comments about the approval result. The field is filled in once the record is approved or rejected. |
| Waiting for my approval | The checbox enables filtering the approvals with the [Canceled] checkbox cleared, whose approver is the current user. |
Use additional commands in the actions menu of the [Approvals] detail to manage approvals.
[Show all approvals]/[Show active approvals] – displays all approvals for the record, or only those for which the [Canceled] checkbox cleared. By default, it displays active approvals only.
[Approve] – sets the approval with a positive result. After you confirm the action, the approval status will be changed to “Positive”.
Note
By default, the approval comments are optional. You can make the [Comment] field required by editing the [Accept approval without comment] system setting.
[Reject] – sets the approval with a negative result. Select this action to open an additional window for entering 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 in. 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.
[Delete] – deletes the selected approval. Requires administrator privileges. An approval can only be deleted after being approved/rejected by the approver or if it is canceled.
The [Approve], [Reject], and [Change approver] commands can be used for approvals in the “To set” status. The [Canceled] checkbox should be cleared.
Approval notifications
You can enable approval’s email notifications in the properties of the [Approval] element in the business process or case.
