Product Documentation

Configure workflow approval chains

Jun 05, 2015
Updated: 2013-03-04

The Workflow Approval feature includes two types of approval chains: Group Approval and Manager Approval.

In the Group Approval chain, actions are approved by members performing a specific function in the customer's organization. In the Manager Approval chain, actions are approved at successive levels in the customer's organization.

When you configure each approval chain, you select the services you want to enable for approval and the actions that will generate approval notifications. For group approvals, you also select the group members who can approve these actions. For manager approvals, you define the manager levels required for approval.

To configure group approvals

  1. From the Services Manager menu bar, select Workflow > Configuration > Workflow Groups.
  2. Under Management, click New Group. The Workflow Group Management page appears.
  3. In Name and Description, enter a group name and brief description.
  4. Click Advanced Options and configure the following options:
    • All users must approve the request: This option is selected by default. If you want to specify that a request is approved only when a certain number of members approve it, clear this option and enter the required number of members in the Member(s) of this group must approve the request field.
    • Automatically reject unresolved requests after a week: This option is selected by default. If you want to specify the number of days before a request is rejected automatically, clear this option and enter the required number of days in the Day(s) before an unresolved request will be rejected automatically field.
    • Send a reminder notice to all users who have responded yet: By default, this option is selected and configured to send reminders after three days have elapsed. If you don't want to send reminders, clear this option.
  5. In Member Search, type the name of the member you want to add to the group and then click Add.
  6. Under Subscription, perform the following actions:
    1. Select the appropriate tab for the item you want to designate for approval. For example, click the User Services tab for actions that affect users' access to specific services.
    2. In Filter, select the service for which you want to enable approvals. By default, All is selected. This field is available on the Services and User Services tabs.
    3. In Provision and Deprovision, click the Subscription symbol to select each action for notification.
  7. Repeat Step 6 for each item you want to designate for approval (for example, Customers, Services, and so on).
  8. Click Save.

To configure manager approvals

  1. From the Services Manager menu bar, select Workflow > Configuration > Workflow Managers.
  2. Click Advanced Options and configure the following settings:
    • Manager(s) must approve the request: Enter the number of managers required to approve provisioning requests.
    • Day(s) before an unresolved request will be rejected automatically: Enter the number of days allowed before a pending request is rejected without input from members of the chain.
    • Send a reminder notice to all users who haven't responded yet: Select this check box to send reminder notices to managers who have not approved or rejected the request.
    • Day(s) after the request was submitted: Enter the number of days after a request is generated to send reminder notices.
    • Make the manager field mandatory for all users: Select this check box to require that the Manager field on the User Details page is filled in for all users.
  3. To enable approvals for service provisioning or deprovisioning, perform the following actions:
    1. On the User Services tab, in Filter, select the service for which actions should be approved. By default, All is selected.
    2. In Provision and Deprovision, click the Subscription symbol to select each action for approval.
    3. Repeat Steps A and B for each service you want to add for manager approval.
  4. To enable approvals for user provisioning or deprovisioning, click the Users tab and, in Provision and Deprovision, click the Subscription symbol to select each action for notification.
  5. Click Save.