1. Implementing Product Management
  2. Configure Interim Approval and Approval Status

Configure Interim Approval and Approval Status

To configure how interim approvals or approvals work for a change type, select the appropriate status in the Workflow tab.

Select from the options available in the Participant Details section:

  • User defined: Allows users to add approvers and optional approvers. An approval is required from users and roles configured in the Response Required From column, and also depends on the Activity Type.

  • Rule based: Allows users to create rules that define the approval criteria. To create rules, use BPM Worklist.

  • Web service based: Configure a web service to define rules for approval.

    You can select either Rule based or Web service based.

  • One response per status: A single approval across the roles and individual approvers is sufficient to promote the change order to the next status.

Here’s how the Response Required From field works.:
  • If you set Response Required From as All, notifications are sent only to approvers added directly to the role, not to the inherited users (or approvers) of the role.
    Note: An error message is displayed if the role has more than 40 members and you've set the Response Required From to All.
  • If you set Response Required From as One, notifications are sent to approvers added directly to the role, as well as inherited users (or approvers) of the role.

  • When you select a role for approval in the Assignee Type column, the value in the Response Required From column is set to one automatically.

How to Choose Between User Defined And Rule Based Approvals

Here's what you need to consider before you choose user defined or rule based approvals.

  • Who needs to perform the approvals. The group of approvers required can vary in many ways: by functional department, by item class, by change priority, and so on.

  • Whether approvals need to be performed at header level only, or at both header and line level.

    • In header level approvals, approval at the header level approves all the lines in the change order.

  • User defined approvers are part of the setup for specific change types. You associate approvers with a change status, at the header level.

  • Rule based approvers are derived by rules defined with Approval Management Extensions. These rules can be set up based on parameters like item classes, change attributes, item attributes, and items. Approvals can be set up at the header level.

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