As an Administrator it is possible to make changes to how Approvals behave. Navigate to -> Configuration -> Approval -> Configuration
The usage of each of the approval settings is described in the table below:
Setting | Usage |
| Enable Approval Rule by entity type? | Select which entity you would like Approvals to be active for by checking the box's. If you do not wish to use Approvals, then leave all three checkbox's blank. Switching approvals off for an entity will not delete any of the existing Approval information. These records will be restored as they were before when Approvals are switched back on for that entity. If an Approval request has been sent out via email and then Approvals for this entity is switched off, any links used via the email will display an error saying Approvals is disabled for the entity. If switched back on, the email links will work again as normal. If you try to switch off Approvals for an entity where one of its fields has been used in a Approval Report or an Approval View, an error will display saying you should remove these references first. You must also remove any reference to the entity if used in the Approval template. For example: If you have pulled out the Contract Document Title into an Approval View then you must remove it before Contract Document Approvals can be switched off. If you have created an Approval Report and have included the Contract Document Title you must remove it before Contract Document Approvals can be switched off. If you have pulled out the Contract Document Title into the Approval template you must remove it before Contract Document Approvals can be switched off.  |
| Should Approval Activity be visible to those not in the Workflow | If set to 'Yes' then even if a User is NOT part of the approval, a submitter or Admin they can still access the Approval Activity screen in view only mode via the [...] option on the record. |
| Allow submitter to change approval chain after submission | This option can enable or disable the ability of the user that originally submits a contract for approval to subsequently edit the list of approvers. At all times, admin users will have the ability to alter the approval chain after submission Note: Approvers can never be edited once they have approved or rejected a contract |
| Allow "in progress" entities to be edited | By Default, this setting will be set to “No” so any existing Approvals are unaffected – an in progress contract approval cannot be edited. If you set the option to “Yes”, any in-progress Contracts can be edited by the either the Approval submitter or the person who is currently assigned to review/approve the contract. As before, any users not part of the Approval request will be locked out and unable to make changes. For parallel Approvals this will result in all people that are part of the Approval request being able to edit the Contract at once. Note: If an Approver assigned is 'Read Only' then they will not be able to make edits to the Contract, only to Approve or Reject. |
| Auto change Approval status to pending when. | This option controls what happens to an approved contract, if the contract is subsequently amended.
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| Allow Self Approval if User is an Administrator | If set to 'Yes', this option will allow a user to self-approve a contract if either:
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| Only Approved Contracts can be sent for Electronic Signature | If set to 'Yes' then only contracts that have a status of 'Approved' can use the Electronic Signature functionality |
| Open activity by default when entity is viewed | This option controls if the Approval Activity screen is opened by default when the concerned record is accessed. if set to 'No' then the use must click the [Activity] button at the top right of the record to access. |
| Approval Portal Enabled | If set to 'Yes' then when the Approval email is received and actioned, the user will be presented with a portal detailing summary information about the contract to enable them to make a decision to Approve or Reject. There is also an option to 'Review' the contract, if selected, this option will open up the users intelligentcontract account open at that contract |
| Buttons on Approval Notifications require User to login | When a user is next to action (i.e. approve or reject) an approval, they will receive an email. The email contains links to [Review] the contract. If this option is set to No, when a user clicks on [Review], they will not be required to login to their intelligentcontract account in order to review the summary data and then subsequently confirm their approval or rejection. By requiring a user to login before accepting or rejecting a contract will ensure that, even if emails are intercepted by a 3rd party, they will not gain access to be able to see summary data and/or be able to maliciously approve or reject a contract on behalf of a user. By not requiring a user to login you are making the system of approval by email much simpler for your users |
| Confirmation required | If set to 'Yes' the then when the User approves the contract then they are prompted with Confirmation settings for completion
Please note that if both checkbox's are ticked then generic Confirmation title and dialog text must be used to apply to Approve, Reject and Cancel actions |
| Confirmation dialog title | Field to appropriately name the Confirmation screen |
| Confirmation dialog text | Field to enter Approval Confirmation text, such as a disclaimer |
| User must check confirmation box | If set to 'Yes' then a tickbox will be displayed in the screen that must be checked to confirm the approval |
| Days to wait before sending Approval notification again | This option allows you set the number of days before the system will send a reminder to a user that has not yet approved or rejected a contract assigned to them. This can be set a minimum of 1 day. i.e. send a approval notification each day that an approval transaction is outstanding. |
| Number of hours between Approval notifications sent to users | This setting controls the number of hours that must elapse before the submitter of a contract can request that a notification be sent to the user that is currently assigned to approve or reject the contract they submitted. Only the person that submitted the contract (or an administrator) can request to send additional approval notifications. |
Th Approval Form can also be set to open as a full screen for rather than a pop up when the record is accessed via a sub tab.
Navigate to: Configuration => Form Layouts
Click on the black down arrow to view more tab options, at the bottom there will be an 'Approval' option, click here to see the approval form.
You will not be able to change anything about the layout of the screen but you will see the 'Form options' tick-box. By default this option is ticked so when a record is opened from a sub tab it is shown as a pop up.
If you wish the form to open full screen then untick the checkbox and press [Save].
