Configure Approval Tasks Using BPM Worklist

As an administrator, you can review and modify the approval tasks defined by a workflow designer.

To configure approval tasks in change orders and new item requests:

1. In the Setup and Maintenance work area go to the following:

   • Offering: Product Management

   • Functional Area: Change Orders

   • Task: Manage Task Configurations for Supply Chain Management

2. Select the approval task.

   For example, to modify the approval tasks for a change order, select ChangeOrderApprovalTask.

   To modify the approval tasks for a new item request, select NewItemRequestApprovalTask.

3. Click the Edit Task icon in the side panel.

Here are the configuration options that appear on the side tabs of the Configuration page:

• General: Define basic information such as title, description, and priority. Selecting Hide task creator prevents the display of task creator's name in the approval notification.

• Assignees: Create an approval rule. In Change Order Header Rule Based Approver, click the diamond icon and select Go to rule. For example, to control the approval of all change orders created by a user, you can route them to a particular approval group.

• Data: Review the message elements that compose the structure of the task payload. Don't edit this information.

• Deadlines: Specify the duration and expiration details.

  • Due Date: Indicates the date when the approval task is due for action. It's an indicator to remind the approver to respond by a certain time. The approver can also respond after the due date.

  • Exclude Saturday and Sunday: Excludes Saturday and Sunday while computing the due date, expiration date, and escalation date.

  • Expiration Settings: Specify the expiration policy at either task or assignee level, or skip it entirely. Includes the following:

    • Escalate: For example, if you use the escalation hierarchy configured in the user directory, the task can first be escalated to the user's manager. If the user's manager doesn't take appropriate action within the specified duration, then the task is further escalated till it reaches the maximum escalation level or the highest approver. An escalated task remains in the user's inbox even after the task has expired. However the user isn't allowed to take any action on that task.

• Notifications: Notifications alert you that something requires your attention or action. You can configure what type of notification should be triggered for each workflow task, and who should receive these notifications.

• Access: Configure the signature (or password) policy for the task.

  When the change order reaches the Approval status, users are prompted to enter their sign-in credentials.

• Configuration: Configure whether users must enter comments when they approve or reject a task.

  • Required: Comments become required for the user.

  • Optional: Comments become optional for the user.

  • Not Allowed: Comments aren't allowed for the user.

  • Mandate Comments before updating these outcomes: Enforces reviewers to provide comments before approving or rejecting a task; can be useful for auditing.

  • Notify these participants when error occurs: Allows certain administrators to receive notifications (in case of errors). If the task is approved by an assignee and the approval notification is again sent to the assignee, then a second approval is optional.