As an administrator it is possible to make changes to how Approvals behave. Navigate to -> Configuration -> Approval -> Configuration


Fig 1 - Approval Configuration form


The usage of each of the approval settings is described in the table below:


Setting

Usage

Contract approval active?
If set to 'No' then all components of approvals are hidden from users and none of the other settings, rules, approval groups can be altered.

When set to 'Yes' then all components are made active.

Note: that switching approvals off will not lose rules, groups or any of the current approval status of contracts. These will be restored as they were before when approvals are switched back on
Allow user to build approval chain at submission?
If set to 'Yes' then when a user submits a contract for approval the user will be presented with an option that allows them to create an approval chain of their own choosing.
This is useful if you don’t have any approval rules set up (or very few). The setting facilitates flexible approval.
Allow Self Approval…
If set to 'Yes', this option will allow a user to self-approve a contract if either:
  • The user is an admin user
  • There are no rules set up that affect the submitted contract.
If set to no. No option for self-approval is given
Only Approved Contracts.....
If set to 'Yes' then only contracts that have a status of 'Approved' can use the Electronic Signature functionality
Allow users to choose their Supervisor as approver
If set to 'Yes', this option gives the submitter the ability to submit a contract for approval via the 'supervisor' hierarchy.

Note: If the user submitting has no supervisor configured then the although it will still be shown to the user it will be greyed and can not be used

For more information about how to configure the supervisor for a user click here
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
Auto change Approval status to pending when.
This option controls what happens to an approved contract, if the contract is subsequently amended.
  • Tick the “Contract header modified” if you wish the contract to be moved from approved/rejected to a Pending state if any of the fields on the contract header are changed
  • Tick the “Contract sub-entities modified” if you wish the contract to be moved from approved/rejected to a Pending state if any of the associated data to a contract is changed (for example, reminders, documents, linked people, KPIs).
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
Approve or reject from email link requires user to login
 
When a user is next to action (i.e. approve or reject) a contract, 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 not intercepted by a 3rd party, they will not get 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
  • Tick the 'Approval Confirmation' checkbox to apply the Confirmation settings when Approvals are confirmed
  • Tick the 'Reject and Cancel Confirmation' checkbox to apply the Confirmation settings when Approvals are Rejected or Cancelled
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.