Configure Approvals for the Orders
Configure Approvals for the Orders
General
The ESS2 supports an approval workflow for orders. In case the approval is required for orders, the ESM administrator must configure it using the visual workflow automation tool.
To enable approval, the administrator must add an "Approval" node to the workflow.
The ESM administrator should select "Efecte ESS2" from the "Approval through*" selection. To configure the approver, either the "Dedicated approver" or "Related or referenced approver" should be chosen.
Once the workflow is set up and published, all Approval data cards created by this node will be redirected to the ESS2 UI for approval. The ESS2 UI displays Approval cards (with a template code of "approval") where the logged-in user is the approver and the status of the card is 'requested' (the code for this static value).
ESS2 retrieves the data from the approval data card to populate the list of approvals. The following paths are used to display the approval list:
| Field | Details |
| Requested by | Defined in the Self-service "Catalogs & Orders" Settings page. |
| Requested for | Defined in the Self-service "Catalogs & Orders" Settings page. |
| Subject |
Defined in the Self-service "Catalogs & Orders" Settings page. Note: The 'Subject' value is fetched from the subject of the order linked to the approval. |
| Price |
[ngss.order.service.item.attribute] is defined in the Self-service General Settings page under Order settings in the 'Service item attribute'. [ngss.catalog.item.price.attribute] is defined in the Self-service General Settings page under Product catalogue settings in the 'Item price' attribute. Note: The 'Price' value is fetched from the copied item data cards through the order linked to the approval. |
| Approval details |
Will be visible as row below other approval general information. Attribute defined in Approval details define the data visible. Note that datatype shall be text and without rich text editing.
If there is no data, this is not visible for approver. |
Approver can also see additional details about the order, before the approval-action.
To enable the additional information for approvals as an administrator:
- Navigate under the “General settings” page.
- See a new section called “Approval settings”.
- Add an attribute code of the text attribute from the order template to the option named "Approval details.
- Attribute type for configurable field must be text type of attribute, where the rich-text option is not enabled.
- Code of the attribute must also be in the Order template, which is defined under the Order-settings.
Note, that in case none of the approvals have value in "Details" field, the column must be hidden from approvals view. Note also, that if there is an invalid code, the “Details” column is not visible.
Approval Configuration
Note: Admins with an existing approval configuration do not need to configure Approvals, and migration takes care of moving configurations to new place.
Administrators can specify on admin user interface which templates and attributes are used for showing a list of approvals, so that an approver has the information they need to make a decision. This functionality allows admins to specify which templates are used for displaying approvals in the Self-service Portal.
In ESS2 configuration, introduce a new section, entitled “Approvals” where the admin can specify one or more templates to be used for displaying an approval. List of available templates is determined by Approval (template) /Approval For (References template).
Admin can determine whether Approvals are visible within the ESS2 platform. If enabled, any approvals associated with a specified template, are shown in the Self-service Portal. If disabled, no approvals are shown in the Self-service Portal even if they exist. If Approvals are enabled, but no template/attributes are specified, no Approvals are shown in the Self-Service Portal
From the selected template, admin can specify an attribute for Ordered by, Requested For, Subject, Price, and Details. Once required attributes are defined the save button activates.
Following fields are required:
- Requested by: Searchable drop-down list of Reference attributes from specified template.
- Subject: Searchable drop-down list of String attributes from the specified Item Template.
Note:
Approvals which have no value on either of these required fields are invalid, and not displayed for the approver in the ESS2 portal at all. Due to this it's recommended to use only fields which are marked mandatory in ESM for these two properties.
Following fields are optional:
- Requested for: searchable drop-down list of Reference attributes from specified template.
-
Price: searchable drop-down list of Decimal attributes from the specified Item Template). Note that:
- The price column can also be a reference, which points to a float attribute on a referred template on the target template of the approval configuration.
- Price reference may be at maximum 1 level deep.
- Details: searchable drop-down list of Text attributes from the specified template.
-
Reason Settings -area
- Approve Reason
- Reject Reason
-
Both; approve and reject reason have three options to choose from
- Disabled - approval reason is not prompted from the end user
- Optional - approval reason is optional for the end user
- Required - the end user need to provide an approval reason
- Once reason is set to be optional or required, the approver is prompted to give approval reason before process continues. The reason is stored to Approval data card's Reason attribute.
The same attribute can be specified multiple times. Admin must Save changes for them to be applied.
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