Approval Group

An Approval Group is a set of individual approvers, any one of which can approve or reject a document.

Approval Groups are created within buying organizations. The individual approvers assigned to Approval Groups must be users that have the Workflow Approval privilege within the buying organization or users with the SuperBORG scope Workflow Approval privilege in parent organizations. Child organizations inherit Approval Groups defined in parent organizations.

Within an Approval Group, approvers with buying organization scope may only approve documents created in their own buying organization. Approvers with SuperBORG scope may approve documents created in their own and all child buying organizations.

For each Approval Group, the administrator can define an approval spending limit and an over-limit approver or Approval Group. The Approval Group's spending limit overrides the individual's approval limit.

Workflow Rules

An Approval Group can be assigned to a Workflow Rule in the same manner as an individual approver. Each Workflow Rule can define its own escalation approver or an Approval Group. For predefined Workflow Rules, default escalation works as follows:

• If the work item is for an individual approver, it is escalated to the approver's spending limit approver.
• If the work item is for an Approval Group, it is escalated to the group's spending limit approver or Approval Group.

Approval Inbox

In the Approval Inbox, all members of the Approval Group receive the notification to approve or reject the document. Once any member of the group approves or rejects the document, the notification is removed from the Approval Inbox.

Delegation

When an approver within an Approval Group delegates to another approver, the delagatee acts as part of the original approver's Approval Group for the duration of the delegation period.

Create

1. In the Tree Menu, select Organizations | Buying Organization Name | Workflow | Attributes | Approval Groups.
2. Click [Create New].

The Create Approval Group page appears.

3. Enter a unique name for the Approval Group.
4. Enter an Approval Limit north current organization's currency.
5. Specify an Over Limit Approver or Approval Group by clicking [Change] and selecting from the list.
6. Click in the Approvers Filter text box, and type all or part of a user or, or use Wild Card Characters.
7. Click [Search].

A list of approvers appears that meet your search criteria and have either the Workflow Approval privilege in the current buying organization or have the SuperBORG scope Workflow Approval privilege in the parent organization.

8. Select users from the Approvers list (on the left) and click [Add] to add them to the Approvers in Group list (on the right).

If necessary, you can also remove users from the Approvers in Group list by selecting the user and clicking [Remove].

9. Click:
• [Save] to save the entered data, or
• [Cancel] to discard your changes.

Edit

1. In the Tree Menu, select Organizations | Buying Organization Name | Workflow | Attributes | Approval Groups.
2. Click in the Approval Group text box, and type all or part of an Approval Group's name, or use Wild Card Characters.

A list of Approval Groups appears. Those Approval Groups marked by an asterisk (*) belong to a parent organization and cannot be edited here.

3. Select an Approval Group and click [Edit].

The Edit Approval Groups page appears.

4. Edit the Approval Limit in the current organization's currency.
5. Click in the Approvers Filter text box, and type all or part of a user or, or use Wild Card Characters.
6. Click [Search].

A list of approvers appears that meet your search criteria and have either the Workflow Approval privilege in the current buying organization or have the SuperBORG scope Workflow Approval privilege in the parent organization.

7. Select users from the Approvers list (on the left) and click [Add] to add them to the Approvers in Group list (on the right) or select user from the Approvers in Group list and click [Remove].
8. When finished, click:
• [Save] to save the entered data, or
• [Cancel] to discard your changes.

Copy

1. In the Tree Menu, select Organizations | Buying Organization Name | Workflow | Attributes | Approval Groups.
2. Click in the Approval Group text box, and type all or part of an Approval Group's name, or use Wild Card Characters.

A list of Approval Groups appears.

3. Select an Approval Group and click [Copy].

The Create Approval Group page appears, populated with data from the Approval Group you are copying.

4. Enter a uniques name for the Approval Group.
5. Edit the Approval Limit in the current organization's currency.
6. Click in the Approvers Filter text box, and type all or part of a user or, or use Wild Card Characters.
7. Click [Search].

A list of approvers appears that meet your search criteria and have either the Workflow Approval privilege in the current buying organization or have the SuperBORG scope Workflow Approval privilege in the parent organization.

8. Select users from the Approvers list (on the left) and click [Add] to add them to the Approvers in Group list (on the right) or select user from the Approvers in Group list and click [Remove].
9. When finished, click:
• [Save] to save the entered data, or
• [Cancel] to discard your changes.

Delete

1. In the Tree Menu, select Organizations | Buying Organization Name | Workflow | Attributes | Approval Groups.
2. Click in the Approval Group text box, and type all or part of an Approval Group's name, or use Wild Card Characters.

A list of Approval Groups appears.

3. Select an Approval Group and click [Delete].

You are prompted to confirm that you want to delete the Approval Group you selected.

4. Confirm that you want to delete the Approval Group.

The Approval Group is deleted and the list of Approval Groups is refreshed.

Note: The deleted Approval Group will not be used in any future approval Workflow process. If this Approval Group is currently in use in a running approval process, the work items for the Approval Group are escalated.