As an approver you will be sent requisitions that you will need to review before they are sent to the supplier to fulfill. In cases where an approver will not be able to do this, e.g. they are on annual leave, they can change their availability and have any requisitions that come to them during that time automatically escalate up the chain to the next delegated approver. Alternatively, if the Proxy Approvers feature has been enabled, approvers who are unavailable can select another user to approve for them until they return.
|Note: Approvals will not auto-escalate over weekends or public holidays set in the Public Holiday Schedule of your community.|
Out of Office
Users that are away will display with an away icon and return date in all user-selection menus including the requisition reassign function, invoice assignment and anywhere a user is selected.
- Go to the User icon and select Out of Office.
- Then check the box for I am Unavailable.
- Enter the dates you will be Unavailable from and Through and click OK.
When a user is unavailable it will grey out their name and show when they are returning.
- Go to Approvals from the Tasks menu at the top of the page.
- Then click Change Availability, which will open a pop up window.
- Check the box next to I am unavailable and enter the dates you will be Unavailable from and Through to and click OK.
The process for assigning a proxy approver is almost the same, except on the pop up window above where you enter the date range there is also a drop down menu where you select the user who will be your proxy approver.
Proxy approvals are notated by the proxy icon, visible on the approval tab of a requisition and within a user's approval tasks.
View & Manage Approvers Availability
Community Administrators have the ability to view and manage approvers availability. This is extremely useful if an approver has forgotten to mark themselves as unavailable and assign a proxy (if proxy approvals are enabled). For the Community Administrator to view any approvers currently marked as unavailable or mark an approver as unavailable they simply need to navigate to the top left of the screen and select Administration (cog wheel) from the Module selector and then choose the Users option from the menu to the left of that. Then from here if you click on the Out Of Office tab.
This view will show all users who are currently unavailable. To include all users who are currently unavailable as well as users that will be unavailable in the future tick Include Unavailable in Future
To add an Unavailable User click +Add Unavailable User you will be able to enter the details in.
After selecting +Add Unavailable User a popup window will appear. You will be required to select a User and then define the time frame in which the Approvers will not be available.
Once the Unavailable To date has passed, the approvals will no longer automatically escalate or route to the proxy approver.
Limiting Proxy Approvers by Organization Unit
There is a configuration in the Approval Administration that limits the choice of Proxy Approvers to one in the same Organization Unit. This option is off by default, but provides more control for organizations that need it.