Approval Process
Configurable approval outcomes and submission processes with validation for workflow-based approvals.
Before You Start
Understanding the approval process is essential for effective workflow management. This process includes outcome selection, submission validation, and workflow progression.
Approval Submission Process
The approval submission process involves selecting outcomes, validating information, and triggering workflow progression.
Outcome Selection
Available Outcomes
- Standard Outcomes: Choose from configured approval outcomes
- Outcome Types: Approve, Deny, Conditional Approval, etc.
- Custom Outcomes: Support for custom approval outcomes
- Template Integration: Some outcomes may trigger additional inspections
Outcome Configuration
- Workflow Definition: Outcomes are defined in workflow configuration
- Business Rules: Outcomes align with business requirements
- Validation Rules: Outcomes may have specific validation requirements
- Next Steps: Each outcome determines workflow progression
Submission Process
Validation
- Required Information: Ensures all required information is provided
- Data Validation: Validates submission data integrity
- Permission Check: Verifies user permissions for submission
- Business Rules: Applies business-specific validation rules
Workflow Signal
- Signal Generation: Triggers workflow to proceed to next step
- State Update: Updates workflow state and approval status
- Outcome Processing: Processes the selected approval outcome
- Edge Mapping: Maps outcomes to workflow edges
Status Update
- Approval Status: Updates approval status and timestamps
- User Response: Records user's approval response
- Completion Tracking: Tracks completion progress
- History Logging: Logs approval history for audit trails
Notification
- Stakeholder Notification: Sends notifications to relevant parties
- Workflow Participants: Notifies workflow participants
- Status Updates: Provides status update notifications
- Escalation Alerts: Triggers escalation if needed
Conditional Approvals
Conditional approvals allow for complex approval scenarios where outcomes can trigger additional processes or inspections.
Template-Based Outcomes
Additional Inspections
- Trigger Mechanism: Some outcomes trigger new inspection templates
- Inspection Creation: Automatically creates follow-up inspections
- Template Selection: Choose appropriate template based on outcome
- Data Pre-population: Pre-fills inspection data from approval context
Inspection Drawer
- Full-Screen Interface: Complete inspection interface within approval
- Template Loading: Loads selected inspection template
- Data Integration: Integrates approval data with inspection
- Submission Handling: Handles inspection submission and approval completion
Approval Validation
Comprehensive validation ensures that approval submissions meet all requirements and business rules.
Data Validation
- Required Fields: Validates all required fields are completed
- Data Format: Ensures data is in correct format
- Business Rules: Applies business-specific validation rules
- Consistency Check: Validates data consistency
Permission Validation
- User Permissions: Verifies user has approval permissions
- Site Access: Confirms user has access to relevant sites
- Role Validation: Validates user role for approval type
- Assignment Verification: Confirms user is assigned to approval
Workflow Validation
- Workflow State: Validates current workflow state
- Completion Rules: Checks completion rule requirements
- Outcome Validity: Validates outcome is valid for current state
- Progression Logic: Ensures workflow can progress
Approval Workflow
The approval workflow defines the sequence of steps and decision points in the approval process.
Workflow Steps
- Initiation: Approval request is initiated
- Assignment: Users are assigned to approval
- Review: Users review approval content
- Decision: Users make approval decisions
- Submission: Decisions are submitted
- Processing: Outcomes are processed
- Progression: Workflow progresses to next step
Decision Points
- Approval/Rejection: Basic approve or reject decisions
- Conditional Approval: Approval with conditions
- Additional Review: Request additional review
- Escalation: Escalate to higher authority
Approval Tracking
Comprehensive tracking provides visibility into approval progress and history.
Progress Tracking
- Status Monitoring: Monitor approval status in real-time
- User Activity: Track user activity and responses
- Completion Progress: Track completion progress
- Time Tracking: Monitor approval timeframes
History and Audit
- Approval History: Complete history of approval actions
- User Actions: Track all user actions and decisions
- Timeline View: Visual timeline of approval progress
- Audit Trail: Comprehensive audit trail for compliance
Error Handling
Robust error handling ensures that approval processes can handle exceptions and failures gracefully.
Validation Errors
- Field Validation: Handle field validation errors
- Permission Errors: Handle permission-related errors
- Workflow Errors: Handle workflow state errors
- System Errors: Handle system-level errors
Recovery Mechanisms
- Error Messages: Provide clear error messages to users
- Retry Options: Allow users to retry failed submissions
- Fallback Processes: Provide fallback approval processes
- Manual Intervention: Allow manual intervention when needed
Approval Process Guidelines
- • Review all approval content thoroughly before making decisions
- • Ensure all required information is provided before submission
- • Understand the implications of each approval outcome
- • Follow established approval workflows and procedures
- • Provide clear reasoning for approval decisions when required
- • Monitor approval progress and respond promptly
Best Practices
Approval Efficiency
- Clear Requirements: Define clear approval requirements
- Streamlined Process: Streamline approval processes
- Automated Validation: Implement automated validation
- User Training: Provide comprehensive user training
Quality Assurance
- Review Standards: Establish review standards
- Quality Checks: Implement quality check processes
- Feedback Loops: Create feedback loops for improvement
- Continuous Improvement: Continuously improve processes
Important Notes
- • Approval submissions are final and cannot be undone
- • Ensure all required information is complete before submission
- • Understand the workflow implications of your approval decision
- • Contact system administrators for technical issues