Approvers are sent requisitions for review and approval, before the order is submitted to the supplier for fulfillment.
In cases, where an approver will not be able to approve (e.g. on annual leave), the approver can change their availability and route any requisitions for their approval during set timeframe to the next delegated approver, automatically.
Alternatively, if the Proxy Approvers feature has been enabled, approvers who are unavailable can select another user to approve on their behalf, upon return.
Users with the Community Administrator role can enable Proxy Approval settings.
| Note: Approvals will not auto-escalate over weekends or public holidays set in the Public Holiday Schedule of your community. |
Enable Proxy Approval Setting
If the community desires to enable the Proxy Approval setting, user with the Community Administrator role can go to the Administration module > click Approvals > select General tab > under header titled Approval Settings, check the Proxy Approval Enabled box > scroll to bottom of screen > select Save.
Out of Office
To set designate Out Of Office timeframe, select person icon > click Out of Office.
The My Account screen will populate > ensure the Out of Office tab is selected > check the I am unavailable box > insert the desired unavailable from date/time in the Unavailable From field > insert the desired unavailable to date/time in the Unavailable To field > click Save.
At the selected Unavailable date/time chosen, a clock icon will appear over the person icon and will disappear at the appointed return date/time.
When reassigning a requisition or order, the Out Of Office user will appeared greyed out with the return.
Additionally, the user will appear as Out of Office anywhere the user is selected. For example:
Change Availability
To change availability, select Tasks menu > click Approvals tab > select View All.
The Approvals screen will populate > select Change Availability > click the I am unavailable box > insert the desired unavailable from date/time in the Unavailable From field > insert the desired unavailable to date/time in the Unavailable To field > select OK.
Upon completion, a clock icon over the person icon and the below message will appear at the top of the screen.
Proxy Approver
If the Proxy Approval setting has been enabled and you desire to assign a Proxy user to oversee approval on your behalf, select person icon > click Out of Office.
The My Account screen will populate > ensure the Out of Office tab is selected > check the I am unavailable box > insert the desired unavailable from date/time in the Unavailable From field > insert the desired unavailable to date/time in the Unavailable To field.
Select the dropdown arrow in the Proxy field > chose the desired user > click Save.
If no Proxy is selected the requisition will automatically escalate up the chain to the next delegated approver instead.
Proxy approvals are noted by the Proxy icon , visible on the Approval tab of a requisition and within a user's Approval tasks.
View/Manage & Add Approvers Availability
Community Administrators has 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).
Community Administrators can view any Approvers currently marked as unavailable or designate an Approver as unavailable
View/Manage Approvers Available
To view and/or manage unavailable users, go to the Administration module > select Users > click Out Of Office tab > enter desired user in the User field and/or Has Proxy field.
Add Unavailable User(s)
To add unavailable user(s) by going to the Administration module > select Users > click Out Of Office tab > select +Add Unavailable User.
A pop-up box will appear, to select the dropdown arrow in the User box > select the desired user > check Unavailable box > enter unavailable from date/time in the Unavailable From field > enter the unavailable to date/time in the Unavailable To field.
If a Proxy user is desired, select the dropdown in the Proxy field > select the desired user name > click Add. If you desire to add more, select Add More.
Once the Unavailable To date has passed, the approvals will no longer automatically escalate or route to the proxy approver, if selected.
If a Proxy is set to start later in the day or on a future date, you can view this from the Administration module > click Users > select Out of Office tab > click Include Unavailable in Future box.
Limiting Proxy Approvers by Organization Unit
There is a configuration in the Approval Administration settings, that limits the choice of Proxy Approvers to one in the same Organization Unit. The Proxy Approval limited by Organization Unit is disabled by default, but can provide more control for organizations that need it.
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Note: Invoice Acceptance will not be escalated via a Proxy. Since the Invoice Acceptance state occurs when invoices fall outside of the communities matching tolerances and this step is taken before the invoice approvals take place. This means, the buyer/requestor who created or initiated the order that is being invoiced, will receive a task to Accept or Decline. If accepted, it will be sent for delegated approval based upon the community's approval process. |