Approve or reject access requests

Users who have the Approver role can view, approve, and reject access requests.

These requests are created when:

• A delegated administrator assigns a role to a user when approval is active for the role.
• A user submits an access request through self-service registration. See Set up self-service registration for details. After a user submits an access request, approvers receive an email notification.

To customize columns on the Approval Details page:

The default information on the Approval Details page is the same for all requests. To help distinguish requests, customize the columns to include additional user identification and other information that you need to decide whether to approve or reject a request.

You can create a custom view for the Approval Details page by specifying the columns that you want to see.

1. Navigate to the Pending Approvals page.
2. On the Approval Details page, select the Add View icon on the toolbar.
3. On the Definition tab, edit the Name field to give your view a name.
4. Select the task types to include in your view:
   1. To the right of Task Type, select the search icon .
   2. Press and hold Ctrl, and select RoleLevelApprovalFlow and RoleLevelApprovalFlowNoMail.
   3. Select OK.
5. Select the columns to include in your view:
   1. Select the Display tab.
   2. Move columns from the Available list to the Selected list to add them to your view.

      Suggested columns:

      • Title: Contains the link to the Request Details page.
      • Requester: Displays the requesting user's full name, including the ShortOrgId.
      • RequesterDisplayName: Shows the requesting user's display name.
      • RequestID: Unique identifier for the access request.
      • Acquired By: Shows the display name of the approver who claimed the request. This column is useful if there are multiple users with the Approver role in your organization.
   3. Select OK.

Your new view is available from the Views menu, under My Views. This view is visible only to you. Other users cannot see it.

To approve or reject a pending request:

Approving a request grants the requested role to the target user.

1. Navigate to the Pending Approvals page.
2. If you have a custom view, select it under My Views.
3. If multiple users in your organization have the Approver role, claim a pending request before you approve or reject it. Otherwise, skip this step.
   1. Select the row for the request.
   2. From the Actions list at the top of the page, select Claim.
4. Double-click the row for the request.
5. Add a comment. A comment is optional when you approve a request, but required when you reject a request.
   1. Select the Approval tab.
   2. In the upper-right corner of the Comments text box, select Create.
   3. Enter your comment and select OK.
6. In the upper-right corner of the page, select Approve or Reject.