Group Self Approval is a specialized configuration that allows users to self-approve requisitions only for specific account codes, projects, or departments, rather than for all spend across the community.

How Group Self Approval Works

Unlike the standard Self Approval rule which applies to everything a user buys. Group Self Approval follows this specific logic:

1. Trigger: A ruleset is triggered based on an account code or project.

2. Group Check: The system checks if the buyer is a member of the Approval Group identified in that specific ruleset.

3. Limit Check: If the buyer is in the group, the system then checks if the requisition value is within their individual Self Approval Limit.

4. Outcome: If both conditions are met, the requisition is self-approved.

   • If the buyer is not in the group or the value exceeds their limit, the request routes to the Delegated Approval Chain defined in that ruleset.

Configuration Requirements

To implement this, administrators must ensure:

• Users are assigned Self Approval Limits in their profiles.

• Rulesets are configured with both an Approval Group and an Approval Chain.

• This step should be used in place of the standard global Self Approval step in your approval process.

Example Scenario

Tim is a project team member on project ABC23501. The community wants to give project team members the ability to self approve project expenses up to $200. To do this the Self Approval limit on users is set to $200.

Tim is put within the group ABC23501-TM and therefore if he is purchasing the rule will look firstly at ABC23501-TM to see if he is part of that group.

If he is part of the group and the purchase is below his self approval limit of $200, then the requisition will be self approved.

If he is not in ABC23501-TM OR the value is greater than $200, then it will route to the delegated chain ABC23501 (as per standard process).

If no group is provided then that rule will simply progress to the delegated chain.

The image below is how the added group will appear once imported, utilizing the instructions below:

Bulk Importing Group Rulesets

You can assign groups to rulesets in bulk, by including a Group column in your Ruleset CSV import.

Important Reminders

• Case Sensitivity: Matching for values and ranges is generally not case-sensitive.

• Wildcards: If you use ANY as the Part 1 Type, the Value/Lower/Upper columns must be left blank.

• Full Replacement: Importing this file will delete all existing rules for that specific rule name and replace them with the content of the CSV.

   

Add Group(s) Ruleset via Import

1. Go to the Administration module > Approvals > click the Rulesets tab > select the desired rule name.

2. Click More Actions > Import Rules.

3. Download Template to ensure you have the correct column headers.

4. Fill in the Group and Chain names along with the matching criteria.

5. Save as a CSV, browse for the file, and select OK.

Note: If a ruleset does not have an assigned Group, it will skip the self-approval check and move directly to the delegated approval chain.

How the System Processes This File

1. Group Check: When a requisition matches the Part 1 Value (e.g., ABC23501), the system first looks at the Group column (ABC23501-TM).

2. Membership & Limit: It checks if the buyer belongs to that group. If they do, it checks their profile for a Self Approval Limit.

3. Routing: If the buyer is in the group and the amount is under their limit, it is Self-Approved.

   • If they are not in the group or the amount exceeds their limit, it routes to the Chain (ABC23501).