Approval Chains are hierarchies of Approvers where requisitions are routed. The requisition will move up the chain until it reaches a user or group with an Approval Level higher than requisition dollar amount. The approval chain a requisition uses will be based on the Org Unit or Account Code (depending on your community's Approval Process). When a user or group with an Approval Level above the requisition dollar amount approves the requisition, the Approval chain is cleared and requisition approved.
To edit an Approval Chain, use the Edit option on the right. This will allow you to configure the users/groups as well as their approval levels for the chain.
Add an Approver
If you need to add an Approver to a chain and that Approver has an approval level less than the highest approval level, you will need to click Edit next to the Approver with an approval level which is one level higher than the one you wish to add.
A pop up window will appear with the details of the approver you have clicked edit on. Take note of the user and the approval level.
Change the user to the one you wish to add to the chain, change the approval level to the appropriate level for the new approver and click OK.
Repeat the above steps for each approver going up the chain until you have only the highest approver left, then click Add Approver and enter the appropriate user and level.
If the approver you are adding will have the highest approval level in the chain just click Add Approver.
To add new Approval Chains click the small three dot Actions menu and select Add Approval Chain. This will cause the below pop-up to display.
Enter the Name of the chain to make it easily identifiable. Click Add Approvers to assign the Approvers required for the chain from lowest Approval Level to highest. Once the chain is complete, click ADD to create the chain. Click ADD MORE if you wish to create additional Approval Chains.
Exporting and Uploading Chains
You can update your Approval chains in Bulk by exporting and uploading a CSV file.
To export your current Approval Chains click the small three dot Actions menu and select Download Chains. This is generate a export CSV file of your current Approval Chains.
The columns in the file are as follows:
|Chain||Text||Y||255||The name of the approval chain.|
|Level||Text||Y||255||The name of the approval Level. You must have setup Levels in the system before uploading, as the name must match an existing approval level name.|
|Approver||Text||Y||255||The Username of the approver. The user must exist in the system. Either this or Group must be populated (and not both). If there are multiple approvers at the same level then the chain will be built based on the order (sequence) of these approvers in the file.|
|Approver Name||Text||N||255||The First and Last name of the approver. This is ignored during import but is populated during export for readability purposes.|
|Group||Text||N||255||The Name of the approval group. This must match an existing group you have setup in the system. Groups can be used on a chain in place of a user if you want more than one person at a single point on the chain. Either this or Approver must be populated (and not both).|
You can use this download to update your approval chains in bulk. After you have made the requisite changes Save the file as a CSV.
To upload the updated Approval Chains, click the small three dot Actions menu and select Import Chains.
|Note: All existing approval chains will be deleted and replaced with the content of the new upload file.|
For more information on managing approvals see Setup & Manage Approvals.