How to Set up Approval for Terms and Clauses

The following topic outlines the main setups approval for the Terms and Clauses. The setups are accomplished using tasks from the Setup and Maintenance work area.

Here's how you set up approval groups and approval task configuration rules for contracts:

1. In Setup and Maintenance go to the following:

   • Offerings: Sales

   • Functional Area: Sales Foundation

   • Task: Manage Approval Groups

2. On the Manage Approvals page, click the Approval Groups tab.

3. In the Groups region, select the plus sign icon to begin creating a new approval group.

   1. Enter a name for the new group.

   2. Click Save.

4. Add a member to the group. Click the Add Member icon to retrieve the Add to Group dialog window. In the search box, enter the email address of the user created earlier and click OK.

5. Click Save.

6. Repeat the previous steps to create an approval group that includes both level-one and level-two approvers.

7. Click the Task Configuration tab.

8. In the Tasks to be configured region, search for ContractClassApproval and TemplateApprovalHumanTaskfor the set up of clause and template respectively.

9. Click the ContractClauseApproval or TemplateApprovalHumanTask respectively to access a set of subtabs where you can set up rules for the approval task.

   For example, under Configuration, you can set the assignment and routing policy attributes to suit your business needs. If you want to let the initiator add ad hoc approvers and configure notifications as the approval progresses, select the Allow initiator to add participants option.

10. You can create rules to suit your business needs. Edit the ContractClauseApproval or TemplateApprovalHumanTask respectively.

11. Click Rules

12. Expand each rule.

13. Click Edit to create rules for the ContractsApproval or TemplateApprovalHumanTaskstage rule set respectively.

14. Delete all three rules.

15. Create a new rule.

16. Enter the rule name. Click the arrow. Under the IF label, click the list icon next to the first field.

17. As an example, in the Condition Browser, expand ContractClauseApproval or TemplateApprovalHumanTask, ContractDetails, result, and create the following rule:

    Edit IF condition to 1 is 1

    Under Then block Choose

18. Select Approval Group from the List Builder drop-down list under THEN, and click Create Action to create the List builder action 1 region.

19. Select level 1 approver and enter the required information for the List builder action 1 region.

20. Alternatively, to bypass the approval hierarchy and have automatic approval, create only the following rule.

    Edit IF condition to 1 is 1
    Under Then block Choose
    List builder : Supervisory Response type: Required Number of levels: 1 Starting Participant HierarchyBuilder.getPrincipal(Task.creator,-1,"","") Top Participant HierarchyBuilder.getPrincipal(Task.creator,-1,"","")
    Auto action enabled: True Auto Action: "APPROVE"
    Save and commit.

21. Click the Approval Group tab to create an approval group for Clause and Template Approval respectively.

22. Click the Task Configuration tab to create rules for clause approval human task and template approval human task respectively. Click the human task TemplateApprovalHumanTask or ContractClauseApproval and then click the rules subtab.

23. Click the Approval Group tab to create an approval group for Template Approval or Clause Approval.