Setting Up Automatic Approval of Budget Versions for Baseline

Say you’re working on a project where manually approving every budget version is time-consuming and unnecessary. To streamline the process, you can configure the ApprovePlanVersion workflow to automatically approve budget versions that are marked as baseline.

Follow these steps:

1. In Setup and Maintenance, click the Task Panel, then search for and click the Manage Task Configurations for Project Financial Management task.

   The BPM Worklist application appears.

2. In the Tasks to be configured pane, search for the ApprovePlanVersion task, and click the ApprovePlanVersion link.
3. Click the Edit Task icon in the Tasks to be configured pane to open the task in edit mode.
4. Click the Assignees tab.

   The participants who must approve project budgets or forecasts are displayed. Click on each of these participants to review the workflow rules that apply to their approval choices.

5. Click the Approver participant in the workflow, click the Go to Rule (the diamond shaped) icon within the Approver box, and then click the Go to Rule option that appears.

   The list of rules associated with the Approver participant are displayed. Ensure that the BudgetForecastAMXRuleSet rule is selected in the drop-down list.

6. Change the IF condition of the predefined rules from 1 is 1 to 1 is 2 to disable the predefined workflow from sending project budget or forecast approvals to the project manager for approval.
7. Add the AutoApproval rule, as follows:
   1. In the Rules pane, click the Advanced Add or Modify Options (the + icon) drop-down list and select General Rule.
   2. Click the Properties link, enter AutoApproval in the Name field, add the description, verify that the Active check box is selected, and click OK.
   3. In the IF part of the rule, click the Advanced Add or Modify Options drop-down list and select simple test, and add the IF conditions as follows:

      Value to Enter in the Left Text Box	Value to Select in the Number Comparison Drop-down List	Value to Enter in the Right Text Box	Why to Add the IF Condition
      ApprovePlanVersionPayloadType.planClassCode Note that you can also select this value by clicking the Left Value search icon and selecting ApprovePlanVersionPayloadType.planClassCode in the Condition Browser dialog box.	is	"BUDGET" This value is case-sensitive. Include the quotation marks. Don't copy and paste this value. To meet similar requirements for forecasts, enter "FORECAST".	To specify that the rule is applicable only for budget versions.

   4. In the THEN part of the rule, click the Advanced Add or Modify Options drop-down list and select the Supervisory list builder by clicking Add Approver > Supervisory. Then, enter the values as follows:
      • Response Type: Required
      • Number of levels: 1
      • Starting Participant: HierarchyBuilder.getPrincipal(ApprovePlanVersionPayloadType.approvePlanPayload.approverName,-1,"","")
      • Top Participant: HierarchyBuilder.getPrincipal(ApprovePlanVersionPayloadType.approvePlanPayload.approverName,-1,"","")
      • Auto Action Enabled: True
      • Auto Action: “APPROVE” (Type this value including the quotation marks. Don't copy and paste this value.)
      • Rule Name: “AutoApproval”
        Note: The rule name is auto-populated, its the name that you entered in Step 7.
      • Dimension Id: null
        Note: The dimension id is auto-populated as null.
8. Click Validate on the top right corner to validate the newly defined rules.
9. Click the Save icon in the Tasks to be configured pane to save the rules.
10. Click the Commit task icon in the Tasks to be configured pane to complete the rule configuration.
11. Click OK to close the confirmation message window.