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Approval Sequences Best Practices

OVERVIEW

The Submit Action and related SubActions (Approve, Reject, Revise, Request Approval) provide a much cleaner user interface for managing approvals.

The action clicked on the user-side does not always trigger the same, corresponding, action in the system.

The table below describes the user-clicked action and the conditions on which an action is performed by the system.

ClosedTable of user-clicked actions & conditions


ADMINISTRATION

ClosedReset reasons on "Revise" action

The Revise action does not send out emails after evaluating the reason tree and finding new active reasons.


ClosedDon't reset reasons on "Reject" action

When resetting reasons on reject, they are immediately re-evaluated and emails are sent to the appropriate approvers. Therefore, the Approval Description will not contain the correct information upon rejection.


ClosedDon't transition on "Reject"

The intended functionality is that the Sales Rep will revise the transaction if the quote is rejected.


ClosedReturn at least one approver when using advanced approver functionality


ClosedAdhere to one pending approval step when setting up transitions

Adding in multiple steps increases the complexity of the build. This is definitely the case when trying to transition after more than one approval. Most use cases can be handled with having a variety of participant profiles.


ClosedKeep parent action "Submit" and sub-action "Submit for Approval" advanced modifications equivalent

The JavaScript pop-up comment box is generated based on the parent's advanced modification. If the parent modification affects the reason tree's evaluation differently than the sub-action, this can lead to inconsistent results.


ClosedHide "Submit" attributes on pending step

This will result in less confusion for the user.


ClosedApproval trees don't control access to profiles

​ Add each potential approval group to the Approver profile, either using Advanced Forwarding or static User Access Rights. When a non-Approver accesses a Quote, they will be able to view the Quote using their profile, but will not be able to Approve/Reject.


ClosedSummary of "Submit for Approval"

If there were no reasons to evaluate, the modification would be saved and the parent action's transitions would fire.

If the user clicks the Revise Sub-action it evaluates the same as a normal modify action with only one difference: any reasons that are checked to reset are reset and the reason tree is evaluated, but emails are not sent.


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