107 lines
4.2 KiB
Markdown
107 lines
4.2 KiB
Markdown
# Approval rules
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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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To add approval rules with Studio, proceed as follows:
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1. {ref}`Open Studio <studio/access>` and switch to the required {doc}`view <views>`.
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2. Select the button to which the rule should be applied.
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3. 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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4. 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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>
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> - {guilabel}`Approver Group` to specify one user group.
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>
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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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> :::
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5. (*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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6. (*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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:::
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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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:::
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(approval-rules-use)=
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## Use
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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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```
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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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:::
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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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```
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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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:::
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