Understanding Approval Authorizations

You can identify the approval authorization by role or user in conjunction with a dynamic step. To accomplish this, the Approval Framework selects the appropriate supervisory approver from the user list and verifies that the approver meets the criteria for authorization.

You establish approval authorizations for each transaction. The authorization can accommodate approvals by role or user ID.

You can set authorization across Definition IDs, which are defined on the Setup Process Definition page.

For each authorization, the system checks the specific user ID to see if that individual can authorize the transaction. If found, it checks the authorization criteria. If criteria are met, the user has authorization.

If no authorization is found for a specific user ID, then the system looks for role-based authorizations using the approval hierarchy.

For approval hierarchy, the system first looks for authorization by Definition ID. If no authorization is found, the system then seeks authorization for rows without a Definition ID. If no authorization approval criteria is matched, the system process is deemed Not Authorized.

You can establish dynamic authorizations for either the header or line level, but not both.

When workflow is initiated for a change order or requisition, the system compares the approval authorization data to the user list to verify the approval process. To verify the approval, the system:

1. Checks the user list and assigns the first approver to the first user that is returned.

2. Looks at the roles that are established for the user ID.

3. Identifies the approval limits that are set for that user ID.

4. Routes the requisition status to the first approver if the amount is satisfied for the requisition and the approver list is complete.

5. Continues to look for additional approvers until all conditions are met.

6. Routes the approval to the administrator if the approver criteria is never met.