Approve Subscriptions

A subscription needs approval before it's executed.

Here are a few tasks you can complete before you submit a subscription for approval:

• Review the subscription.

• Validate the subscription.

• Review approvers and add viewers and approvers as required.

• Pass the subscription between teams for review.

• Preview the subscription.

Here's the subscription approval flow:

1. The administrator sets up the approval policies and approver groups.

2. You submit the subscription for approval.

3. The applications sends notifications about the approval.

4. The approvers can view the subscriptions that are pending approval.

5. The approvers review the subscription. A review may include:

   • The approver requests more information.

   • The application sends the approval request to the next approver in the hierarchy.

   • The approver delegates subscription approval.

   • The approver transfers the subscription to another approver.

6. The customer accepts the subscription or requests changes.

7. The approver approves or rejects the subscriptions.

Set Up Approval Policies

The business analysts or administrators set up approval policies.

Submit a Subscription for Approval

Validate the subscription before submission or the application automatically validates the subscription when you submit it, listing any errors and warnings. You must fix the errors, but you can ignore the warnings and continue with the submission.

Withdraw a subscription from the approval process to make any changes before it's approved. If you withdraw the subscription from approval, the subscription status changes to Draft so that you can make changes and resubmit it.

Send Automatic Notifications to Approvers

The application automatically sends notifications to approvers when you submit a subscription for approval. If you include a note while adding an approver, then the application displays the note along with the approval notification.

Preview a Subscription

You can view the subscription in a user-friendly preview format. To view or edit the default layout template of the subscription preview, create a new layout template or modify an existing template and add attributes from a list of available subscription attributes. Preview the templates from the UI action or using the REST service.

Approve or Reject a Subscription

Approve or reject a subscription after a complete review of the subscription. Optionally, add comments to explain why you approved or rejected a subscription.

When you reject a subscription, its status changes as follows:

• If the contract was Pending Approval, its status changes to Draft.

• If a version of the subscription was already Active, and its next version was Pending Approval, its status changes to Under Amendment.

Accept a Subscription or Request Changes

Accept a subscription if you agree with the terms and conditions, and all of its contents. If you want any changes, reject the subscription and request changes. If you reject a subscription, its status changes to Draft or Under Amendment.

Move Subscription to Active Status without Approvals

As a subscription specialist, you can move subscription to Active status without any approval notification or approval workflow setup:

1. Search for Draft or Under Amendment subscriptions using the subscription number.

2. Navigate to the Renewal Controls subtab and set Internal Approval to Not Required.

3. Submit the subscription. If there are no validation errors, your subscription automatically moves to Active status.

4. If there are any validation errors, go back and correct them and then re-submit.

Note: The approvals process uses the server time, which is UTC timezone. This means that the approval date reflects the UTC timezone.