Define an item approval

An approval for an item identifies a user or group that must approve each request for this item.

About this task

An approval for an item identifies a user or group that must approve each request for this item. All listed approvers must approve this request for it to be fulfilled; a rejection halts the process immediately. For example, you could define approvers for a facilities item to be the facility management team.

Users can view their open approvals by navigating to Self-Service > My Approvals, or by opening the requested item and viewing the approval in the Group approvals related list.

To add an approval to an item:

Procedure

  1. On the Item form, click the Add an Approval related link.
  2. Fill in the fields, as appropriate (see table).
  3. Click Submit.

    The new approval is added to the Approvals related list.

  4. To edit an approval, open it from the related list.
    Table 1. define an item approval
    Field Description
    Active A check box for indicating whether this approval is active.
    Order

    The sequence in which the approvals are requested. Approvals are only created when any approvals with lower order numbers are completed. For example, if Approval 1 has order 100 and Approval 2 has order 150, Approval 2 is only created when Approval 1 is completed.

    If multiple approvals have the same order number they are requested at the same time.

    Type The approval type. Set to User for a specific user, Group for a specific group, or Predefined Approval to select approvers from a predefined list.
    User A specific user to be the approver. Appears if the approval type is set to User.
    Group A specific group to be the approver. Appears if the approval type is set to Group. The first group member who responds to the approval request responds for the entire group.
    Predefined A check box allowing you to select an approval type created by the administrator or catalog administrator. Appears if the approval type is set to Predefined.

    For example, if you select the default predefined approval of Requester's Manager, the approval is sent to the manager of the person who requests the item.