Use > Request Management > Request Management overview > Approvals in Request Management > Approval groups

Approval groups

The Approvers array of the Group Definition form displays the list of operators who issue approvals for that group. In addition, they can be designated to receive messages about system events involving quotes, orders, or line items.

Membership in this group is specified by the Members array values. Those operators specified in this array can also receive messages when quotes, orders, and line items are entered into the system.

To add a name to an array, update the operator record to use a request profile that specifies the group as an approval group.

What is an approval group?

An approval group consists of a list of reviewers and approvers. If you have approval rights, you may be the only approver, or represent a group whose approval is necessary for the request to move forward in the workflow. If a request requires approval by a named group, you must be a member of that group for your approval to be valid.

Examples of approval groups are listed below.

  • Facilities
  • Helpdesk
  • LAN Support
  • M/F Support
  • Onsite Support
  • WAN Support
  • Training
  • Telecoms
  • Service Desk
  • Procurement

Add group records

Applies to User roles: Request Administrator, System Administrator

To add group records:

  1. Click Request Management > Maintenance > Supporting Files > Groups.

    A blank group definition form opens.

  2. Type the Name of the new group definition.
  3. In the Area field, select from Quotes, Orders, Line Items, or All to designate the area for the group definition.
  4. Type a Description of the group definition.
  5. Continue to define the new group definition by completing the fields on the form. For example, set the Work Schedule and the Time Zone.
  6. Click Add.
  7. Click More or the More Actions menu to select Rebuild Group to update the Members and Approvers lists and include any profile record Message group additions or changes made in the profile record.
  8. Click Save to save your changes.

To use an existing group record to create a new group definition:

  1. Click Request Management > Maintenance > Supporting Files > Groups.

    A blank group definition form opens.

  2. Click Search to open a list of group records.
  3. Select a record from the list to create your new group record.
  4. Change the Name of the group definition.
  5. Add or change information on the form to select the applicable information for the new group definition record.

  6. Click Add to add the new record.

    Caution Make sure that you do not click Save because doing so will replace the existing group definition with the new group definition you are attempting to add.

  7. Click OK.
  8. Click More or the More Actions menu to select Rebuild Group to update the Members and Approvers lists and include any profile record Message group additions or changes made in the profile record.
  9. Click Save to save your changes.

Edit group records

Applies to User roles: Request Administrator, System Administrator

To edit group records:

  1. Click Request Management > Maintenance > Supporting Files > Groups.

  2. Add optional search criteria, and then click Search.

    A list of group records opens.

  3. Select a record from the list to update.

  4. Review the membership and approval lists for the message group definition. All membership additions or deletions are made through the operator profile record group changes.

    Add or change information on the form to select the applicable information for the group definition record.

  5. Click Save.
  6. Click More or the More Actions icon and select Rebuild Group to update the Members and Approvers lists and include any profile record message group additions or changes made in the profile record.
  7. Click Save to save your changes.
  8. Click OK.

 

Related topics

Approvals in Request Management
Events and messages