Approval rules

This function enables the corporate administrator to set up conditions for approval as per the corporate requirements. Rule can be set up for financial transactions, non financial transactions and/or for maintenances. Flexibility exists to define approval rules with conditions stating that ‘specific transaction’ if initiated by a ‘specific user/user group’ has to be approved by a ‘specific approver/approver group’ along with other attributes like amount range etc.

Prerequisites:

• Party preference is maintained
• Corporate Administrator is maintained for a party
• Transaction access is provided to Corporate Administrator
• Multiple corporate users are maintained under a party
• Approval rule set up for corporate administrator to perform the actions
• Necessary user groups and approval workflows are maintained

Workflow

Features supported in application

The Approval Rule maintenances allow the bank administrator to:

• Create Approval Rules
• View Approval Rules
• Edit Approval Rules
• Delete Approval Rules

How to reach here:

Corporate Administrator Dashboard > Quick Links > Approvals > Rule Management > Approval Rules
OR
Toggle Menu > Approvals > Rule Management > Approval Rules

Approval Rules – Summary

Corporate Administrator logs into the system and navigates to the Rules Management screen, approval rules maintained (if any) for the party mapped to the user are displayed on the screen. User can opt to view the details of existing rules or can create new approval rule using this screen.

Approval Rules

Field Description

Field Name	Description
Party Id	Party ID mapped to the logged in corporate administrator.
Party Name	Party name of Party ID mapped to the logged in corporate administrator.
Rule Code	Code of the already maintained approval rule. (This field will be displayed only if existing approval rules are available under a party).
Maker	Initiator (User ID or User Group Code) of the transaction. (This field will be displayed only if existing approval rules are available under a party).
Approval Required	Whether approval is required for each rule maintained.
Workflow Code	The approval workflow code.

• Click Create to create new approval rule.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
  OR
  Click the Rule Code link to view details of the selected Approval Rule.

Approval Rules - Create

Corporate Administrator can create approval rules for the corporate users. Administrator is allowed to create an approval rule only if the party preference is maintained and is in active status.

Approval rules can be setup based on the following parameters.

Type of Transactions

• Financial Transactions
  • To set the rules for the transactions, which involves exchange of money
  • E.g. Money Transfer, Draft Issuance, Redeem Term Deposit etc.

• Non Financial Transactions
  • To set the rule for the transaction which are for an account, but does not involve exchange of money
  • E.g. Cheque Book Request, Statement Request, Stop Cheque etc.

• Maintenance
  • To set the rule for the transaction which are not linked to any account
  • E.g. Payee Maintenance, Biller Maintenance etc

Initiator

• Specific User
• User Group

Accounts

Transactions

Amount Range

Administrator can create multiple approval rules for party users. In a scenario when a transaction is initiated and multiple rules are applicable as per set conditions, then the complex rule amongst all the applicable rules is applied for approval.

User can further define if for a condition, the transaction should be auto approved (which means there is no approval workflow and the transaction gets approved as soon as initiator submits it) or should follow a set approval workflow and should get approved by the defined set of approvers. The same is achieved by attaching a workflow maintained for the corporate party.

To create an approval rule:

1. Click Create. The Approval Rules - Create screen appears.

Approval Rules - Create

Field Description

Field Name	Description
Party Id	Party ID mapped to the logged in corporate administrator.
Party Name	Party name of Party ID mapped to the logged in corporate administrator.
Rule Type	Transaction rule type for which the approval rule needs to be set up. The transaction rule types are: Financial Non Financial Maintenance
Rule Code	To specify approval rule code.
Rule Description	To specify approval rule description.
Initiator
Initiator Type	Initiator type who initiates the transaction. This has options as ‘User’ and ‘User Group’.
User / User Group	Name of the user or user group as initiator. If initiator is selected as User, then all the users belongs to the party will be listed for selection. If initiator is selected as User Group, then all the user groups belongs to the party will be listed for selection.
Transactions
Transactions	Type of transactions to set the approval rules. Type of transactions depends on the selection of rule type.
Accounts
Accounts	Type of accounts. This field appears if you select Financial and Non Financial in the Rule Type field.
Amount Range
From Amount/ To Amount	Transactions allowed for the user between the amount range. This field appears if you select Financial in the Rule Type field.
Workflow Details
Approval Required	Option to decide whether approval is required or not for the set condition.
Workflow	Field has description of the approval workflow. All workflows maintained for the party are listed here along with the defined approval level for each of them. This field appears if you select Yes in the Approval Required field.

2. In the Rule Type field, select the appropriate transaction rule type.
3. In the Rule Code field, enter the code.
4. In the Rule Description field, enter the rule name.
5. From the Initiator Type field, click appropriate user / user group and select the user/ user group.
6. From the Transaction list, select the transactions to be mapped to the rule.
7. In the Amount Range section, enter the appropriate amount.
8. In the Workflow Details section, select whether approval is required for the mapped transactions.
1. If you select Yesoption, select the appropriate Workflow.
9. Click Create to create the approval rule.
   OR
   Click Back to go back to previous screen.
   OR
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
10. The Approval Rule - Create - Review screen appears post necessary validations. Verify the details, and click Confirm.
    OR
    Click Edit to make the changes if any.
    The Approval Rule - Create screen with values in editable form appears.
    OR
    Click Cancel to cancel the operation and navigate back to the ‘Dashboard’.
11. The success message of saving the approval rule creation appears along with the transaction reference number and status.
    Click OKt complete the transaction and navigate back to ‘Dashboard’.

Approval Rules - View

On accessing ‘Rules Management’ menu option, summarized view of all the approval rules maintained if any under a party are shown on the screen. Further drill down is given on the each rule to view the details of approval rule.

To view the approval rules:

1. In the Approval Rules screen, click the Rule Code link, for which you want to view the details. The Approval Rules - View screen appears.

Field Description

Field Name	Description
Party Id	Party ID mapped to the logged in corporate administrator.
Party Name	Party name of Party ID mapped to the logged in corporate administrator.
Rule Type	Transaction rule type for which the approval rule is set up. The transaction rule types are: Financial Non Financial Maintenance
Rule Code	Approval rule code.
Rule Description	Approval rule description.
Initiator
Initiator Type	Initiator type specified while creating a rule.
User / User Group	Name of the user or user group defined as initiator for the rule condition.
Transactions
Transactions	Transaction for which the rule is set up.
Accounts
Accounts	Field will display the account for which rule being viewed is set up. This field appears if you select Financial and Non Financial in the Rule Type field.
Amount Range
From Amount/ To Amount	Transactions allowed for the user between the amount ranges. This field appears if you select Financial in the Rule Type field.
Workflow Details
Approval Required	Field displays whether approval is required or not.
Workflow Details	Field displays the approval workflow details along with the defined approval levels. This field appears if you select Yes in the Approval Required field.

2. Click Edit to edit the approval rule. The Approval Rule - Edit screen with values in editable form appears.
   OR
   Click Delete to delete the approval rules.
   OR
   Click Back to go back to previous screen.
   OR
   Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
   

Approval Rules - Edit

To edit an approval rule:

1. In the Approval Rules screen, click the Rule Code link, for which you want to view the details. The Approval Rules - View screen appears.
2. Click Edit. The Approval Rules - Edit screen appears.

Approval Rules - Edit

Field Description

Field Name	Description
Party Id	Party ID mapped to the logged in corporate administrator will be displayed.
Party Name	Party name of Party ID mapped to the logged in corporate administrator will be displayed.
Rule Type	Transaction rule type for which the approval rule is set up will be displayed. The transaction rule types are: Financial Non Financial Maintenance
Rule Code	Approval rule code provided by the user.
Rule Description	Approval rule description provided by the user in editable form.
Initiator
Initiator Type	Initiator type who initiates the transaction will be displayed in editable form.
User / User Group	Name of the user or user group as initiator will be displayed in editable form. If initiator is selected as User, then all the users belonging to the party will be listed for selection. If initiator is selected as User Group, then all the user groups belonging to the party will be listed for selection.
Transactions
Transactions	Type of transactions to set the approval rules will be displayed in editable form. Type of transactions depends on the selection of rule type.
Accounts
Accounts	Type of accounts will be displayed in editable form. This field appears if you select Financial and Non Financial in the Rule Type field.
Amount Range
From Amount/ To Amount	Transactions allowed for the user between the defined amounts ranges will be displayed in editable form. This field appears if you select Financial in the Rule Type field.
Workflow Details
Approval Required	Whether approval is required will be displayed in editable form.
Workflow Details	Details of the approval workflow along with the defined approval levels for a condition will be displayed in editable form. This field appears if you select Yes in the Approval Required field.

• Edit the required details.
• Click Save to save the approval rule.
  OR
  Click Back to go back to previous screen.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.
• The Approval Rule - Edit - Review screen appears post necessary validations. Verify the details, and click Confirm..
  OR

• Click Edit to make the changes if any.
  The Approval Rule - Edit screen with values in editable form appears.
  OR
  Click Cancel to cancel the operation and navigate back to ‘Dashboard’.

• The success message of saving the approval rule modification appears along with the transaction reference number and status.
  Click OK to complete the transaction and navigate back to ‘Dashboard’.

Approval Rules - Delete

To delete an approval rule:

1. In the Approval Rules screen, click the Rule Code link, for which you want to view the details. The Approval Rules - View screen appears.
2. Click Delete to delete the approval rules. The application will prompt the corporate administrator with a deletion message, Click Yes to confirm.
   User is directed to Approval Rule – Delete confirmation page.

Approval Rules - Delete

FAQs

Can user be the part of multiple user groups crated under a party?

Yes, same user can be part of multiple user groups. Whereas creating a user group without any user is not allowed.

Maximum how many levels of approvals one can set up?

Administrator can set up minimum one and maximum five levels of approvals as a part of approval workflow.

Which approval rule will get applied when multiple applicable approval rules are found for specific transaction?

In a scenario when a transaction is initiated and multiple rules are applicable as per set conditions, then the complex rule amongst all the applicable rules is applied for approval.

What happens to the approval process when approval rule gets edited when a transaction is pending with one of the approver for approval?

Edited rules are applicable for new transactions initiated post rule modification. Previously initiated transactions which are pending approval will follow a rule which was already applied at the time of transaction initiation

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