System Administrators with the Advanced Configuration Management permission can create and manage Approval Workflows in the Advanced Configurations Screen of the System Admin Module. Authorized Admins can add and edit Approval Workflows, as well as their triggers, conditions, and stages.
This article includes the following topics:
In the Add Workflow Window, provide a name, optional description, and select the workflow object. The object field determines what this approval will act on. Click the Add button to confirm as shown below.
You can define your workflow triggers and, optionally, additional conditions. The trigger defines the action that will initiate an approval workflow. Conditions determine whether or not to execute or skip the workflow after the trigger.
-
From the Settings tab, click on the Trigger dropdown arrow and select the desired trigger as shown below.
The available triggers are as follows:
-
External RFPs & DDQs: Marked As Complete - Approval workflow will trigger once an External Questionnaire that meets the configured conditions is marked as complete
-
External RFPs & DDQs: Reopened - Approval workflow will trigger once an external questionnaire that meets the configured conditions is reopened
-
Peer Review - Approval workflow can be triggered for an external questionnaire that meets the configured conditions at any time after answers have been received for evaluation.
(Optional) Define conditions for this trigger. There are two types of conditions users can add:
-
ALL: lets users list a series of conditions that all must be met (AND like) for the workflow to execute
-
ANY: lets users list a series of conditions that can trigger the workflow (OR like)
-
-
When defining a condition users can add the attribute, filter, and value as shown below. To add more than one condition, click + Condition.
-
Once you are satisfied with your trigger and conditions, click the Save button.
Note: A success message will appear at the bottom of the screen to notify you that the Approval Flow has been updated successfully. Additionally, the time stamp at the top of the screen will reflect the last time your Approval Flow was saved.
Stages let you define the approval process for this workflow, including stages, transitions, and for each stage, the relevant approvers. By default, we populate three states: New, Approved, and Rejected. Users can add intermediary stages and update transitions.
For example, you can add a Manager Approval step and update New to transition to the Manager Approval on approval.
-
From the Stages tab, click on Add Stage.
-
When adding a new stage, you must define the stage properties. Please see the stage properties and their details in the table below.
-
From the Add Stage Window, select and define your stage properties. You also have the option to have the requestor assign requests to specific approver(s) by enabling the Request Assignment field, as shown below. Once complete, click the Add button to save the new stage.
For more information on creating approver user groups, please see our full help article below:
-
Select the Approval Workflow you would like to activate.
-
Click the Activate button at the top right as shown below.
-
In the Activate Window, click the Activate button to confirm.
Note: The workflow status at the top of the screen will change to Active. Additionally, a success message will appear at the bottom of the screen.
If changes are required after the initial configuration, it is possible to edit existing workflows. For more information on editing workflows, please see our full help article below: