Set Up Standard Approval Routes

  • Updated

This article explains the components that allow the system to automatically determine the correct approvers for various submission types and values. Understanding these components is the first step in configuring flexible, automated approval workflows.

Prerequisites

  • You must be an Admin user role to access and change approval rules.

  • Your department structure and user positions may need to be imported or updated.

Key Ideas

The automation of approval routes is based on combining submission details and organisational structure data.

  • Flexible Approval Determinations The system uses the submission type and the value of the submission to start determining required approvers. This determination is further refined by:

    • Submitter's department and position.

    • Submitter's supervisors.

    • Any individual approval thresholds.

  • Inputting Organisational Data: To ensure all approval rules are correctly evaluated, the department structure and user positions must be loaded into the system.

    • This data can be imported initially.

    • It can be managed and updated through the Control Panel as details change.

  • Position Mapping: A mapping tool is used to translate generic organisational positions to specific individuals within the system.

    • CORE has a standard mapping on initial setup.

    • Organisations often customise this mapping to meet their specific requirements.

Results / Validation

After configuring the necessary data (departments, positions, and mapping), you can create and test an approval rule to confirm the system correctly identifies the intended approvers.

Troubleshooting

  • Approval not routing correctly: Check that the submitter's department and position information are correctly loaded and up-to-date in the Control Panel.

  • Mapping Issues: Ensure that the position-to-individual mappings are correctly defined for all relevant roles.

Limits & Notes

  • Admins can freely change the approval rules as necessary.

  • One task or concept is covered per article

  • Duplicate approvers are automatically removed. If the same person or approval group appears more than once in an approval workflow, they will only be required to approve a single time.