Whilst an Approval request is in progress then there may be a requirement to alter some Approval details such as the Approval Route, Approvers, Groups etc. The Approval Submitter or an Administrator can make adjustments to the Approval request whilst it is in progress.
Approval Status
Once an Approval has been requested then the status on the contract is updated to [In Progress], as there can be multiple Approvers within a request you can see who has already approved and who is next or still outstanding to Approve.
- Open up the concerned Contract
- Click on the [In Progress] button on the top right of the screen - a pop up will appear detailing the current status of the approval Route, Approvers that have actioned the Approval will be highlighted by either a tick or cross depending on their decision.
Fig 1 - Approval Route status
Changing Approvers
Optionally you can update the People / Approval Group(s) that have been assigned to a Contracts Approval Route or change the Approval Route This may be because one of the Approver's is sick or on holiday and they either need to be removed from the Approval request completely or replaced with another Approver.
- Open up the concerned Contract
- Click on [...] and select the option 'Edit Approvers'
Fig 2 - Edit Approvers
A pop up screen will be displayed detailing the current Approvers and Route (any Approvers that have already been processed will not be displayed), edit the Approvers or the Route by using the following options:
Fig 3 - Editing Approvers or Route
- Click the 'x' on the blue fields to remove a Person / Approval Group
- Use the search and find option to add a Person / Approval Group
- Use the blocks at the end of the blue fields to adjust the order of the Approval
- Add a Note to explain the reason for the adjustment if required
- Click [Save]
- An Approval transaction record is created for this action
- An email will be sent to:
- New Approvers notifying them an Approval is required
- Submitter informing of the adjustment to the Approval request
Sending Notification
If an Approval has been sent but not yet processed by an Approver, you are able to send a Approval Notification to that Person / Approval Group to remind them that Approval is still outstanding. If the next Approver is an Approval Group then all members of the Group will receive this Notification, if the Approval Rule is parallel, then all Approvers that have not yet processed their approval will receive this Notification.
- Open up the concerned Contract
- Click on [...] and select the option 'Send Approval Notification'
Fig 4 - Approval Notification
A pop up screen will appear with the next Approvers details.
Fig 5 - Approval notification sending
- Add a Note
- Click [Send]
- The Notification email will be sent to the the appropriate Approvers
- An Approval transaction record is created for this action
TIP: Once an approval Notification has been, subsequent Notifications may be subject to a delay, the amount of delay is controlled within the approval Configuration
Cancelling an Approval
There may be a requirement to cancel an Approval request all together, this may be because the Approval is no longer required as the user is authorised to self approve or it could be that the information within the Contract requires updating. If a Contracts Approval status is 'In progress' then the contract record is frozen for update, if the Contract requires updating then the approval request must first be cancelled.
- Open up the concerned Contract
- Click on [...] and select the option 'Cancel Approval'
Fig 6 - Cancel approval
A pop up screen will appear to allow you to process the cancellation
Fig 7 - Cancel the Approval
- Add a Note
- Click [Cancel Approval]
- An Approval transaction record is created for this action
- A Cancellation email will be sent to:
- The Submitter
- All Approvers that have already Approved the request
- The current assigned Approver
- Once sent, the Approval Status of the Contract will be 'Pending'
Fig 8 - Approval Cancellation email