Approval templates allow you to automate your approval workflow and enable users to easily make modifications to items or supporting documents. This article will show you how to create, edit, reorder, and delete approval templates.
Important Notes
Approvals can be based on 3 factors, in this order of priority:
First the Item Category,
then the Department,
and lastly, the Meeting Type
If your item approvals are not pulling in properly, it may be due to the approval hierarchy. For instructions on how to update the default approval templates for item categories, departments, and meeting types, view the relevant articles below:
Marking a user as inactive does not remove them from approval templates or from items where they are already assigned as an approver. The “Hide from Approval Lists” option must be selected to prevent the user from appearing in approval selections. Additionally, users already assigned to agendas or items will remain in those workflows, and templates applied before a user is removed will still include them.
Create an Approval Template
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Approval Templates tile:
Click the New Approval Template button:
Fill in the Add Approval Template fields:
Approval Template Name (required): Enter a name for the Template
Approval Template Notes: Add any internal notes that may be helpful
Approvers: Click the Select Approver(s) drop-down and select individual approvers in the order you would like them to approve the item
Notes:
If "Department Approvers" is selected as an approver, the system will add anyone assigned as a Department Approver within the system's Global Settings to the approval workflow:
After approvers have been added, you can drag and drop user names to reorder the approver list:
To remove an approver, click the red X icon to the right of the approver name:
Click the Create Approval Template button to save the template and close the Add Approval Template dialog, or click the Create and Add New button to save the template and automatically start work on another approval template:
The approval template has been created
Edit an Approval Template
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Approval Templates tile:
Click the Edit button (purple pencil icon) to the right of the approval template you wish to edit:
Update the Edit Approval Template fields as desired:
Approval Template Name (required): Enter a name for the Template
Approval Template Notes: Add any internal notes that may be helpful
Approvers: Click the Select Approver(s) drop-down and select individual approvers in the order you would like them to approve the item
Notes:
If "Department Approvers" is selected as an approver, the system will add anyone assigned as a Department Approver within the system's Global Settings to the approval workflow:
After approvers have been added, you can drag and drop user names to reorder the approver list:
To remove an approver, click the red X icon to the right of the approver name:
Click the Save Changes button:
The approval template has been edited
Reorder Approval Templates
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Approval Templates tile:
Click the Edit Order button:
Click and hold the grid icon next to the approval templates you wish to move, then drag and drop them into the desired order:
Click the Save Changes button:
The approval templates have been reordered
Delete an Approval Template
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Approval Templates tile:
Click the Delete button (red trash can icon) to the right of the approval template you wish to delete:
Click the Delete Approval Template button on the Delete Approval Template pop-up that appears:
The approval template has been deleted