Administration Approvals

Users who are set as Administrators on the Approvals solution will be able to access all current and past approvals, including ones that were conditionally skipped. They can also reopen approvals if further action is needed. Users set as Group Managers will be able to do the same but only for approvals assigned to their group(s). All other Approvers will only be able to filter and see the approvals that they were assigned to and they will be unable to reopen closed approvals.

Instructions

1. Sign in to your site

2. On the Approvals solution, set up the user

   • Administrator: Can view and edit all approvals

   • Group Manager: Can view and edit all approvals related to their selected groups

   • Approver: Can only view approvals they were assigned to and cannot edit any approvals

3. Click Launch on the Summary tab

4. Log in with the approver account

5. Click the Administration gear icon in the top right corner

6. Use the Filters menu to find approvals

7. Click Show History on an approval to view information

8. View all actions that have occurred for this approval, including any private or public notes added at each step in the flow

9. Reopen, Deny, or Approve an approval if further information or action is needed

   Note:

   Only Group Managers or Administrators can use this functionality.

10. To Reopen an approval:  

    1. Fill out the Reopen Approval fields

       • Private Notes: Add internal notes that will not be sent to the submitter of the form

       • Email Address: Enter the email address of the user who will be sent an email with the notification notes

       • Notification Notes: Add notes that will be sent to the user that submitted the form

    2. Click Confirm to send an email with the notes to the specified user

11. To Deny an approval:

    1. Fill out the Deny Approval fields

       • Private Notes: Add internal notes that will not be sent to the submitter of the form

       • Notification: Choose whether or not to notify the user who submitted the form and/or additional parties

       • Email Addresses: Enter the email addresses of the users who will be sent an email with the notification notes

       • Notification Notes: Add notes that will be sent to the user who submitted the form

    2. Click Deny