Set Up Approval Tasks for Sales Orders

An approval is a type of task. You can set it up so it meets your needs.

Here's your scenario.

• Diane Cho needs to approve each approval request and Li Yu needs to review it.

• The approver must approve the request within one day.

• Send a notification to the.

  • Assignee when approval assigns the task.

  • Initiator when approval is done.

  • Owner when an error happens.

  Include text in the notification that approval sends to the approver.

  Please approve the request for this sales order.

• Send a reminder to the approver one hour before the approval request expires.

• Include text in the From line of the email notification.

  Order Entry Specialist Requests Your Approval

• Send only one email to all users who participate in the approval request. Don't send separate emails.

• Allow everyone to read attachments and comments, but don't allow reviewers to edit them.

• Allow the assignee and owner to send an information request, but allow only the assignee to approve it.

• Assume your company policy requires an audit trail, so make sure each approval and each rejection contains a comment.

Summary of the Setup

1. Set up assignees and deadlines.

2. Set up notifications.

3. Set up access.

4. Set up configuration.

Set up Assignees and Deadlines

1. Go to the Setup and Maintenance work area, then go to the task.

   • Offering: Order Management

   • Functional Area: Customers

   • Task: Manage Task Configurations for Supply Chain Management

2. On the BPM Worklist page, search for ApprovalHumantask.

3. In the search results, click ApprovalHumantask, then click Edit Task.

4. Click Assignees, then set the values.

   Attribute	Value
   Task Owner	Diane Cho
   Reviewers	Li Yu

5. Click Deadlines, then set the values.

   Attribute	Value
   Due Date	Contains a check mark
   Day	1 The approval request will expire one day after approval sends the request to the approver.
   Hour	0
   Minutes	0

Set Up Notifications

1. Click Notifications.

   Notice the Task Status list comes predefined with a separate row for three different statuses.

   Task Status	Recipient
   Assign	Assignees
   Complete	Initiator
   Error	Owner

2. Add a notification message.

   • In the assign row, in the Notification Header column, click the pencil.

   • In the Edit Notification Message dialog, enter text, then click OK.

     Please approve the request for this sales order.

     The notification that approval sends to the approver will include this text.

3. Add a reminder.

   • Click Enable Reminder, set the values, then click Save.

     Attribute	Value
     Repeat	1
     Initiating Action	Before Expiration Approval will send the reminder before the deadline that you set earlier in this procedure expires.
     Frequency	Day 0 Hour 4 Minutes 0 Approval will send the reminder four hours before the deadline expires. You set the deadline at 1 day, so approval will send the reminder 20 hours after approval sends the request to the approver.

4. Expand More, then set the values.

   Attribute	Value
   Email "From:" Display Name	Add text. "Order Entry Specialist Requests Your Approval" Approval will add your text to the From line of the email notification that it sends to the approver. You must enclose your text with double quotation marks (" ").
   Group Notification Configuration	Specify how to display the email message. You can. Send individual emails. Send individual emails and include a form in each one. Send one email to all recipients.

Set Up Access

1. Click Access, then set the values.

   Task Content	Individuals with Read Access	Individuals with Write Access
   Attachments Comments	Make sure each option contains a check mark. Admin Approvers Assignees Creator Owner Reviewers	Make sure only the Reviewers option doesn't contain a check mark.

2. Expand Actions, then set the values.

   Task Action	Individuals with Access
   Information Request	Make sure each option contains a check mark. Assignees Owners
   Approve	Make sure only the Assignees option contains a check mark.

Set Up Configuration

1. Click Configuration, then set the values.

   Attribute	Value
   Mandate Comments Before Updating These Outcomes	Make sure each option contains a check mark. Approve Reject

2. click Save, then click Commit Task.