Approval Trees

In this setup page, the approval trees are defined based on, for example, the dimension codes and the approval levels for each document are defined.

Moreover, in this page you can manage Over Budget, or else Unlimited Request Approval.

It is possible to structure articulated approval trees according to company needs.

The page contains the following fields:

Document Type: lookup values are RDA and Quote, it is possible to structure the approval trees only for these two types of documents.

Type: options are User or Group it is possible to insert as many lines as the number of requesting users and approvers in the system, or manage Groups. The creation of a Group allows to manage fewer lines inside the page Approval Trees.

User ID/Group: in this field enter the user or the group to which the creating line is assigned.

Full name: this field fills automatically after selecting the user or the group in the previous field.

Approver ID: enter the document manager or approver.

Approver Full Name: this field fills automatically after selecting the user in the previous field.

Flag First Approver: if checked, recognizes the user in the field Approver ID as first approver for the group or the user entered in the field User ID/Group.

Dimension 1 Code: dimension in RDA Setup declared as Approval Dimension 1.

Dimension 2 Code: dimension in RDA Setup declared as Approval Dimension 2.

Flag Over Budget: if checked, allows you to send documents for approval even if they have an amount higher than the competence budget entered in the system.

Over Budget flag have to be managed only if a RDA Budget is managed within the system, otherwise it have to be always not checked.

Flag Skip Notification: if checked, no notification will arrive to the approver user in case of documents to be approved.

Vendor No.: it is possible to insert an approval tree by specifying for which vendor is valid, in this field you can define for which vendor the approval tree that is being created is valid.

Request Amount Approval Limit: it is possible to manage N Approval levels, by entering an amount limit in this field, the system will check whether the document contains an amount greater than the limit entered and will trigger the second or Nth approval level present in the page or not.

Flag Unlimited Request Approval: if checked identifies the last approver of the flow to which an amount limit will not be associated in the previous field, it is not a mandatory field for the functioning of the approval flow.

Create Group

To create a new Group:

  • Type in Search RDA User Groups
  • Click on the research result
  • On the opened page click on New
  • Enter in the field Code the name to assign to the Group
  • Enter in the field Description a description
  • Click on action Edit
  • On the opened page, enter in the field User ID which must be part of the created group, insert N lines for the N users that will be part of the same group

Create Approval Tree with an Approval level

  1. Type in Search Approval Trees and click on the first result
  2. On the opened page click on New
  3. Select the Document Type
  4. Select the Type
  5. in the field User ID/Group Choose the user if the type User has been entered in the Type field, otherwise select the Group if the Group type has been entered in the Type field
  6. in the field Approver ID enter the document's approver
  7. check First Approver flag
  8. insert dimensions in Dimension 1 and 2 Code or just the approval dimension
  9. Click on New or select the second line
  10. Select the Document Type which must be the same as the type entered on the first line created
  11. in the field User ID/Group insert the same approver entered in the first line created
  12. in the fields Dimension 1 and 2 Code insert the same dimensions' values or just the approval dimension inserted on the first line created

Creation of Approval Tree with N levels of Approval per amount limit

  1. Type in Search Approval Trees and click on the first result
  2. On the opened page click on New
  3. Select Document Type
  4. Select Type
  5. in the field User ID/Group Choose the user if the type User has been entered in the Type field, otherwise select the Group if the Group type has been entered in the Type field
  6. in the field Approver ID enter the document's approver
  7. check First Approver flag
  8. insert dimensions in Dimension 1 and 2 Code or just the approval dimension
  9. Click on New or select the second line
  10. Select the Document Type which must be the same as the type entered on the first line created
  11. in the field User ID/Group insert the same approver entered in the first line created
  12. In the field Approver ID enter the second approver user
  13. in the fields Dimension 1 and 2 Code insert the same dimensions' values or just the approval dimension inserted on the first line created
  14. In the field Request Amount Approval Limit enter the amount that, if exceeded in the document, will trigger the second level of approval
  15. Click on New or select the second line
  16. Select the Document Type which must be the same as the type entered on the first and second line created
  17. In the field User ID/Group insert the second approver user
  18. in the fields Dimension 1 and 2 Code insert the same dimensions' values or just the approval dimension inserted on the first and second line created

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