Approval Sequence Screen - Intergraph Smart Materials - Version 10.1 - Help - Hexagon

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Smart Materials/Smart Reference Data Version
10.1

On a screen where you want to approve, you can click the Approval Sequence button to open the A.20.49 Approval Sequence screen.

In the first block, the object that must be approved to make it available in the downstream process is displayed.

In the Approval Sequence block, the assigned approvers are displayed. If an approval template was used, the users assigned to the template are copied to this approval sequence. Here you can change, add, or remove approvers.

The project default ZP_RFA_CHG (default value = Y) controls whether an approval list can be changed even when the RfA check box of the corresponding object is set. If ZP_RFA_CHG is set to N and the RfA check box is set, the approval list is locked and cannot be changed (of course, this does not apply to the Approved and Rejected check boxes and the Comment field).

To add a new approver, enter a sequence number in the Seq field, and select a user name from the LOV in the User field. This sequence is only used for the display of approvers; it does not represent the sequence in which users have to perform the approval. This sequence is only managed by the Prerequisites option.

Only users with the necessary approval privilege are available for selection. For more information, see Approvals, Privileges, and Settings.

The First Name and Last Name fields are populated from the selected user. Select a title from the LOV in the Title field. You can double-click in this field to open the A.20.04 User Titles screen where the titles are defined.

The Prerequisites indicator is set if any other users are assigned to the user as a prerequisite for his approval. If prerequisites are defined for a user, he can only approve after all the other users assigned as prerequisites have approved. To define prerequisites, you can double-click in the User field to open a window where you can maintain the prerequisites of the selected user.

Prerequisites can only be defined or changed as long as the user has not selected the Approved or Rejected check box.

To confirm or reject an approval, you must select the Approved or the Rejected check box in the line with your user name.

You can only select the Approved or Rejected check box for the user name you have used to log in.

Whenever a user listed in the approval sequence approves or rejects, the next user (according to the sequence number) is invited via e-mail to approve or reject the object. The e-mail is only sent if the e-mail address is defined for the user on A.20.05.

An approval cannot be withdrawn once another user for whom the current user is a prerequisite has approved.

During requisition approval on R.30.01, the CIP function approve_req_by from the M_PCK_REQ_CUSTOM package is called when the Approved indicator is set. This CIP function can be used to implement your own logic to validate the requisition approval. An error dialog box appears if the validation fails.

The date when the user has approved or rejected appears in the Approved/Reject Date field. In the Comment field, you can enter any comments about the approval or the rejection.

The Allowed Amount field shows the maximum amount this user is allowed to approve, with the currency in the Currency field. The allowed amount is checked at the approval of requisitions on R.30.01, quote summaries on P.30.22, agreements on P.50.07, progress on SM.20.11, invoices on SM.20.11, and change order requests on SM.40.02. The approval is only possible if the value that has to be approved does not exceed the allowed amount. The allowed amount with its currency is copied from the approval template (A.20.45) or the user definition (A.20.05), but you can change or enter the value and currency here if you have the UPDATE ALLOWED AMOUNT privilege granted.

If no allowed amount is entered, the user has the permission to approve unlimited amounts.

The Approved/Rejected By field displays the name of the user who approved or rejected if this action has been done by someone else instead of the user to whom this task was originally assigned.

The Distribution Category field shows the distribution category assigned to this approver. The distribution category defines who is to be notified when the user approves. You can double-click in this field to open the A.10.52 Distribution Categories screen.

Each approver can attach a document to the approval sequence using the Upload button. The name of the attached document appears in the Approval Document box. To remove the document you have attached, click Remove. To open and view an attached document, click View.

Copying Approval Templates

To copy a pre-defined approval template, select the template from the LOV in the Approval Template field at the bottom of the screen, and click the Copy button. The users assigned to the selected template are copied to the approval sequence. Any users that have been added previously are removed from the sequence. You can double-click in the Approval Template field to open the A.20.45 Approval Templates screen.

This field is no longer available once the approval procedure has started.

Approval Documents

You can assign a document to the approval sequence. For example, assign a report with the details to the approval sequence of a requisition. Click the Upload button to open the File Upload window, select a file, and click Open. The file is uploaded to the database and the filename is displayed in the Approval Document field. Click the View button to open and view the attached document. Click Remove to remove the document from the approval sequence.

Once the approval process has started, you cannot upload or remove documents.

Enforce and Reverse Approval

You can use the Enforce Approval button to enforce an approval even though not all users on the approval sequence have approved. To use this button, you need the usual approval privilege (depending on the approval object) and additionally the ENFORCE APPROVAL privilege. For information about privileges, see Approvals, Privileges, and Settings.

Alternatively, a user with the ENFORCE APPROVAL privilege can perform approvals for other users. If you select the Approved check box for another user, the note "Approved by <user>" (<user> replaced by your user name) is inserted in the Comment box.

Use the Reverse Approval button to reverse an approval. To use this button, you need the normal approval privilege (depending on the approval object) and additionally the REVERSE APPROVAL privilege. For information about privileges, see Approvals, Privileges, and Settings. To reverse an approval, you must enter the reason for the reversal in the Reason field. This reason is sent in an e-mail to all people on the approval sequence and to the contact person for the object the approval of which has been reversed. The Reverse Approval button is available after the first user has approved.

If the RfA check box was selected before you opened the approval sequence screen and the project default ZP_RFA_CHG is set to N, the approval list cannot be changed. The only fields you can update are the Approved and the Rejected check boxes and the Comment field.

Revert Approval

When an approval sequence is processed, the logged-in approval user can revert the approval sequence chain. The approval sequence can be reverted to a particular user in the approval chain, or the approval sequence can be reverted to the very beginning of the sequence. To revert the approval sequence, select the Revert check box. If this check box is selected, an alert appears with the options of reverting the approval sequence to a particular user or reverting the entire approval sequence.

If you select reverting approval to a particular user, a new window opens to select the user in the approval chain, and the software reverts the approval sequence to this user. An email is sent to this user notifying him to start the approval sequence once again. The subsequent approvers are reverted as well and must re-approve.

If the complete approval sequence is reverted, the originator and the first approver will receive an email.