Approval Routes allow you to automate your approval processes for various activities. This is done by specifying who the required approvers are and whether they are always required to approve or if it's dependent on a financial delegation.
Prerequisites
Audience: Admin.
Permissions: Access to the Approvals module and Manage module tab.
License: Advanced license required for Contract Management submission types.
Data: Current list of approver definitions must be populated to select approvers.
Step 1: Access Approval Routes
Navigate to the Approvals tile from your Home page.
Click on the Manage module tab.
Click on the Lists tab.
Here you can view and manage all the available Approval Routes.
Step 2: Configure a Submission Type
Click on the related Submission Type to open the configuration details. Complete the following steps:
Determine if an approval is required for the submission type (Yes/No).
Select Approvers (options are driven by your current list of approver definitions).
Select the Approval Type (always
In Systemunless DocuSign integration has been purchased).Set Thresholds to apply financial delegations:
No lower/upper thresholds: Approver is always required to approve.
Lower threshold applied: Approver is only required if the submission is equal to or greater than the lower threshold.
Upper threshold applied: Approver is only required if the submission is lower than the upper threshold.
Both thresholds applied: Approver is only required if the submission is between the lower and upper thresholds.
Configuration Examples
Example 1:
A 'Contract Owner' always approves first.
If the submission is between $10,000.00 and $49,999.99, the 'Manager' approves next.
If $50,000.00 or higher, the 'Manager' is skipped and the 'Director' approves.
Example 2:
If less than $10,000, only the 'Contract Owner' approves.
Between $10,000.00 and $49,999.99, only the 'Manager' approves.
At $50,000.00 or higher, the 'Manager' approves first, then the 'Director'.
Step 3: Run a Scenario
Use the Run a scenario tool to test updated routes:
Ensure changes are saved by clicking Save in the top-right corner.
Allocate a Submitter to test definitions referencing submitter details (e.g., Department or Supervisor).
Specify a Submission Value if thresholds are applied.
Optionally, specify an EFormType (e.g., Variation) and a RecordID to test against a specific system record.
Click on Show result and review the Required approvals section to confirm it worked.
Reference: Submission Types
| Module | Submission Type | Description |
|---|---|---|
| Procurement Planning | Procurement Initiation | Initiating a new plan after providing high-level details in the 'Setup' stage. This is an approval that occurs before the user can progress to the planning stage. |
| Procurement Plan | Finalising the plan before going to market. This is an approval that occurs before a request can be generated in Go to Market. | |
| Advanced Evaluations | Evaluation - Shortlist | Confirming the shortlisted suppliers after completing an evaluation. This is an approval that occurs before the user can progress to the final decision step. |
| Evaluation - Final Decision | Confirming the final decision before notifying suppliers. This is an approval that occurs before the results of an evaluation are pushed back to the request in Go to Market. | |
| Contract Management | Contract Initiation | Initiating a new contract after providing high-level details. This is an approval that occurs before a user can begin managing the contract. |
| Variation | Exercising a variation to price, duration, and/or T&Cs. | |
| Extension | Exercising an extension to a contract. | |
| Payment Certificate | Initiating a new payment certificate for a contract. | |
| Purchase Order | Initiating a new purchase order for a contract. | |
| Work Order | Initiating a new work order for a contract. | |
| Change of Details | Updating a vendor's details on their record (only applicable if vendor access is enabled). This is an approval that occurs when a supplier requests to update their vendor record details. |