Perform multi-step approval - Intergraph Smart Materials - 10.4 - Help - Hexagon

Multi-step approval can be set up in Smart Materials with approval sequences for objects such as engineering requisitions, inquiries, agreements, and so forth. Approval templates serve as pre-defined lists of approvers that are copied to the appropriate approval sequence.

• You can only approve or reject the agreement if the Ready for Approval check box is set.

• After completing the approval or rejection, you can no longer edit the approval list.

• If project default ZP_RFA_CHG is set to N and the Ready for Approval check box is set, you cannot change the approval list, except Approved, Rejected and Comment.

Add single users to the approval sequence

1. Click Add User .

2. Type a unique sequence number in the Seq cell.

   The sequence number defines the display order.

3. Click User and select a user name from the list.

   The first name and last name are populated from the selected user.

4. Optionally, select the user's title from the list in the Title cell.

5. Optionally, enter the allowed amount for the user.

   

   • Only users with the UPDATE ALLOWED AMOUNT privilege can change the allowed amount.

   • The allowed amount is only considered if a document with a monetary value (for example, an agreement) must be approved.

   • The approval is only possible if the value that must be approved does not exceed the allowed amount.

6. Optionally, click Distribution Category and select a pre-defined distribution list.

   The distribution category defines who is to be notified when this user approves.

Use a template to add multiple approvers

Instead of adding single users as described above, you can use pre-defined templates to add multiple users.

1. Click Add Approval Template .

2. Select the template from the list.

3. Optionally, clear the check box to exclude this user from being inserted.

4. Click Add.

5. If needed, adjust the sequence in the Seq cell.

6. Click Save.

Define approval prerequisites

If approval prerequisites are defined for a user, he can only approve after all the other users assigned as prerequisites have approved.

1. Select a user.

2. Click the Prerequisites tab.

3. Click Add Prerequisite .

4. Click User and select a user name from the list.

   To remove a user, click Delete Prerequisite .

Approval sequence document

You can assign a document to the approval sequence. For example, assign a report with the details to the approval sequence.

1. Click the Approval Sequence Document tab.

2. Click Attach File .

3. Select a file and click Open,

4. Click Save.

• Click the filename to open and view the file.

• Select a file and click Delete File to remove the file.

User approval document

Each approver can assign a document to the approval sequence.

1. Click the User Approval Document tab.

2. Click Attach File .

3. Select a file and click Open,

4. Click Save.

   The information icon indicates that the approver has attached a document.

• Click the filename to open and view the file.

• Select a file and click Delete File to remove the file

Approve or reject

1. To approve, select Approved.

   You can only approve if

   • you are logged in with the account of the approver, or you have the ENFORCE APPROVAL privilege,

   • and you have the appropriate approval privilege,

   • and the amount to be approved does not exceed the allowed amount, in case this is defined for you.

2. Alternatively, select Rejected.

   You can only reject if

   • you are logged in with the account of the approver,

   • and you have the appropriate approval privilege.

3. Optionally, type a comment in the Comment cell.

4. Click Save.

   The date when you approve or reject is displayed in the Approval/Rejection Date cell.

   The next approval sequence 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.

Enforce the approval

If you have the ENFORCE APPROVAL privilege granted, you can do the entire approval on behalf of the assigned approvers.

1. Click Enforce Approval.

2. Click Yes to continue.

   The following information is updated for all approvers:

   • The Approved check box is selected.

   • The actual date is entered in the Approval/Rejection Date box.

   • A comment is entered in the Comment box that the approval was enforced by you.

Reverse the approval

To reset a started or completed approval sequence, do the following:

1. Click Reverse Approval.

2. Type a comment in the Reason box.

3. Click Reverse Approval.

Approved or Rejected and Approval/Rejection Date are cleared for all approvers, and the Ready for Approval check box is cleared.