The Approval Tab is a list of the available settings when you want to route your authorization for approvals. The Approvals tab includes four sections:
Approval Setting
Number of Approvals Required: Determines how many of approvals are required for the authorization process. The Authorization Coordinator may choose to have more than the required number of approvers, but cannot have less.
Approvals Required Override Allowed: If checked, the user will be able to override the default and set the ‘Approvals Required for This Authorization’. This allows the Authorization Coordinator to have less number of approvals from the Number of Approvals Required
Approvals Routing
Routing Page Content: this field needs determines the landing page of approver.
If nothing is filled out, the user will receive an Access Denied Error
Selecting Equus Approval Routing will enable the Authorization summary page for the Approver to view and Approver/Deny.
If a custom one is required, check with your Equus Representative for more information
Require Comments to Coordinator for Denials: If checked, the ‘Comments to Authorization Coordinator’ will be required if the Approver denies the request. Comments may be added if the Approver approves the request, but are not required. If not checked, the comments are available, but not required for Approvers. Note - these are comments from the Approver to the Authorization Coordinator; they are visible on the Approval tab of the Authorization. They are not visible to other Approvers.
Finalize Authorization When: When set to:
User finalizes (manual): the Authorization Coordinator will need to click
on the authorization in order to lock down the authorization and notify the internal resources of the new authorization available.
All required approvals received (automatic): the authorization will be automatically approved when the number of required approvals has been reached, without the Authorization Coordinator having to click
Note - if you are using the automatic configuration, the internal team will not be able to ‘Undo Final Approval’ and put the authorization back in edit mode for the Authorization Coordinator to make any changes.
Authorization Documents Viewable By Approvers: When set to:
Viewable - Allow Overrides , documents uploaded to the Approvals page of the Authorization will be viewable by Approvers by default. The Authorization Coordinator will have the ability to override the default setting for each Authorization.
Viewable – Do Not Allow Overrides, documents uploaded to the Approvals page of the Authorization will be viewable by Approvers. The Authorization Coordinator will not have the ability to override the default setting at the Authorization level.
Not Viewable – Allow Overrides, documents uploaded to the Approvals page of the Authorization will not be viewable by Approvers by default. The Authorization Coordinator will have the ability to override the default setting for each Authorization.
Not Viewable – Do Not Allow Overrides, documents uploaded to the Approvals page of the Authorization will not be viewable by Approvers. The Authorization Coordinator will not have the ability to override the default setting at the Authorization level.
Notify Client Auth. Coordinator When: When set to:
Approvals Only - an email notification will be sent to the Authorization Coordinator each time an Approver responds to the approval request with “Approved”. The Authorization Coordinator will not be notified of an Approver denies the request. Note - the Authorization Coordinator can log into the system and review the Authorization at any time and see the Approval Status from each Approver.
Approvals and Denials - an email notification will be sent to the Authorization Coordinator each time an Approver responds regardless if they Approved or Denied the request.
Approvals Meeting Required Number - the Authorization Coordinator will only receive an email notification when the required number of approvals for that authorization is met.
Denials Only - the Authorization Coordinator will only receive an email notification when an Approver denies the approval request.
Approval Chain Viewable By Approvers: If checked, each Approver will be able to see the full list of Approvers for the Authorization. They will also see the Status of each Approver – whether approved, denied, or not yet responded.
Notify Client Auth. Coordinator when Authorization is Finalized: If checked, the Authorization Coordinator will receive an email notification when the Authorization enters submitted status. If the Finalize Authorization When setting is set to User finalizes (manual), this will occur when the user clicks
on the Authorization. If it set to All required approvals received (automatic), this will occur when the Number of Approvals Required has been met.
Security
This section determines additional security for authorizations approval process. A challenge value can be added by the Authorization Coordinator.
Require Challenge Value: If checked, an extra security layer is invoked. When an Authorization Approval Request is sent to an Approver, the Approver will be required to enter the challenge value response that matches the value set by the Authorization Coordinator on the Approval page of the Authorization for that Approver.
Note - if using this option, you will want to consider how you will implement it. There are generally two thoughts on how to utilize this capability. One is to choose something that is known within your company, but not to someone outside your company – Approver’s Employee ID, for example. This way, the Approver will automatically know the response when they are prompted. The other thought is to use a value that is not known intuitively to anyone. The Authorization Coordinator will set the value for the Approver for that Authorization, and is responsible for communicating the value to the Approver prior to routing the request to him.
Challenge Value Caption: This is the field label caption for the Challenge Value. If Require Challenge Value is checked, whatever this is set to, is the prompt the Approver will see when they are asked to approve an Authorization. For example, “Your Employee ID” or “Password for this Authorization”.
Password Failure Lockout: This refers to the number of attempts you will allow the Approver to enter the Challenge Value incorrectly before he is locked out from the authorization approval request. You may leave this blank if there is no maximum.
Authorization Completion
Notify Client Auth. Coordinator when Authorization is Completed: If checked, the Authorization Coordinator will receive an email notification when
is clicked; as well as an email notification when the Internal Resource assigns the Relocation Coordinator and clicks
. Note - if the ‘Set Status to Complete when Finalized’ is also checked, this second notification will not be sent to the Authorization Coordinator, since the step for the internal resource to assign a Relocation Coordinator and clicking
is removed.
Set Status to Complete when Finalized: This checkbox governs whether the Authorization's Status is automatically set to Authorization Complete when the assignment is created/updated from the Authorization.
When unchecked, the
must be clicked in order to create the employee and assignment record and set the Authorization’s Status to Authorization Complete.
When checked, and an employee and assignment record already exists, the Authorization’s Status is set to Authorization Complete. If no employee or assignment record exists, the
button must be clicked to create those records and set the Authorization’s Status to Authorization Complete.
The usual and recommended value for this checkbox is unchecked. This field is incompatible with the Create/Update Assignment and Set Status to Complete when Finalized field.
This feature allows clients to create the employee and assignment detail records prior to authorization approval, through either an import or by creating the employee and assignment record from the Cost Estimate or Assignment Package steps of the authorization, and then advance the authorization into an Authorization Completed Status without the need of clicking
, which would copy the authorization data and overwrite existing employee and assignment detail information.
Set Status to Complete when Finalized checkbox is unchecked
After All Required Approvals Received:
After clicking Final Approval:
Set Status to Complete when Finalized checkbox is checked
After All Required Approvals Received:
After clicking Final Approval:
Create/Update Assignment and Set Status to Complete when Finalized: This checkbox governs whether the relocation is automatically created/updated when the Authorization's final approval has been granted.
When unchecked, the
button must be clicked in order to create the employee and assignment record.
When checked, the system automatically creates/updates the relocation immediately after the Authorization’s final approval has been granted. A Relocation Coordinator is not assigned and must be assigned via another method when using this workflow.
In both cases, the Authorization’s Status is set to Authorization Complete when the Authorization’s relocation is created/updated. The usual and recommended value for this checkbox is unchecked. This field is incompatible with the Set Status to Complete when Finalized field. This is particularly useful for allowing External Client Type users to create employee and relocation records, since the Create/Update Relocation button is never available for those user types.