94 lines
4.3 KiB
ReStructuredText
94 lines
4.3 KiB
ReStructuredText
==============
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Approval rules
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==============
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Approval rules are used to automate approval processes for actions. They allow you to define
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the criteria for when an approval is required before an action can be performed using a button.
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Configuration
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=============
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To add approval rules with Studio, proceed as follows:
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#. :ref:`Open Studio <studio/access>` and switch to the required :doc:`view <views>`.
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#. Select the button to which the rule should be applied.
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#. Click :icon:`fa-plus` :guilabel:`Add an approval step` in the :icon:`fa-server`
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:guilabel:`Properties` tab.
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#. Specify which users are responsible for approving the action by using one of the following fields
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or both:
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- :guilabel:`Approvers` to specify one or several users;
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- :guilabel:`Approver Group` to specify one user group.
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.. note::
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An activity is created for all users set as :guilabel:`Approvers` when their approval is
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requested.
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#. (*optional*) Select the :guilabel:`Users to Notify` via an internal note when the action is
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approved or rejected.
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#. (*optional*) Add a :guilabel:`Description` to be displayed on the button.
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.. tip::
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You can specify under which condition(s) an approval step should be applied by clicking the
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:icon:`fa-filter` (:guilabel:`filter`) icon next to the :guilabel:`Approvers` field.
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To add another approval step, click :icon:`fa-plus` :guilabel:`Add an approval step`. When there are
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multiple steps, you can:
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- Enable :guilabel:`Exclusive Approval` on any step so that a user who approves a step cannot
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approve another step for the same record.
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- Change the :guilabel:`Approval Order` of the steps by selecting a number, `1` being the first
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step, `2` the second step, and so on. A user responsible for a higher step can approve/reject
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previous step(s) unless :guilabel:`Exclusive Approval` is selected.
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Click the :icon:`fa-trash` (:guilabel:`trash`) icon next to the :guilabel:`Approvers` field to
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remove an approval step.
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.. tip::
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You can create :ref:`user groups <access-rights/groups>` specifically for approvals.
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.. _approval-rules/use:
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Use
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===
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Once an approval rule has been defined for a button, a **user avatar** icon is displayed next to the
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button's label for each approval step. Clicking an icon reveals the step(s).
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.. image:: approval_rules/approval-button.png
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:alt: Confirm button with two approval steps
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.. note::
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If an unauthorized user clicks the button, an error message is displayed and an activity is
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created for the users specified in the :guilabel:`Approvers` field, if any.
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Authorized users can:
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- Perform the action directly by clicking the button if it is the last/only approval step.
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- Approve the action and let another user perform it - or move it to the next approval step - by
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clicking the **user avatar** icon next to the button's label, then clicking the :icon:`fa-check`
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(:guilabel:`approve`).
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- Reject the action by clicking the **user avatar** icon next to the button's label and then the
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:icon:`fa-times` (:guilabel:`reject`) button.
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- (only for users selected under the :guilabel:`Approvers` field) Delegate their approval rights to
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one or several users for **all records** by:
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- Clicking the :icon:`oi-view-kanban` (:guilabel:`kanban view`) icon and then
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:guilabel:`Delegate`.
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- Selecting one or several :guilabel:`Approvers`, :guilabel:`Until` when they will have approval
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rights (forever if left empty), and, optionally, the user(s) who should be notified via an
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internal note using the :guilabel:`Notify to` field.
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.. image:: approval_rules/delegate-dialog.png
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:alt: Delegate to dialog
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.. tip::
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- A user who approves/rejects an action can revoke their decision by clicking the **user avatar**
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icon next to the button's label and then the :icon:`fa-undo` (:guilabel:`revoke`) button. They
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can also revoke the decision of other users for steps with a lower :guilabel:`Approval Order`
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unless :guilabel:`Exclusive Approval` is enabled.
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- Approvals are tracked in the record's chatter. An approval entry is also created every time
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a Studio approval-related action is performed. To access approval entries, :doc:`activate the
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developer mode </applications/general/developer_mode>` and go to :menuselection:`Settings -->
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Technical --> Studio Approval Entries`.
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