Approval Structures

This is the most basic approval structure with only one stage and is also the default structure in place for all contracts. Only one User is required to be assigned the role of Alerted Manager, however, it is possible to nominate multiple Users if required.

Workflow

1. When a User (who does not have sufficient role or thresholds) tries to communicate an event, they will be presented with the option to Alert Manager instead.
   
   
2. Selecting this will send an email alert to the nominated Alerted Manager(s) notifying them that an event requires their attention. This draft event will also appear in the internal alerts register.
   
   
3. The alerted manager can then log in to CONTRACTS and send the communication themselves if they are happy with it.

Set-Up (Admin Users only) - Admin Panel

1. Start by navigating the CONTRACTS Admin Panel on the login page:

2. Then, enter into the Contracts tab and use the pencil icon adjacent to the contracts to edit:
   
   

3. Within the contract, select the Approvals tab on the left-hand side - This will give you the option of setting up approvals for either Party (each Party can have a different approval structure with different users):
   
   
   The drop-down will contain the 3 types of approval structure, select Alerts Managers. By default, the Alert Manager's approval structure is in place for all contracts.
   
   
   
   

4. You will then be able to select the alerted managers by ticking the boxes next to their names (You can have multiple Alert Managers but need at least one):
    
5. Once finished, click Verify and then Submit. The approval setup will be complete and implemented.

 

This approval structure introduces an additional stage to the approvals process, creating a role for Approvers which is beyond that of the Alerted Managers.

Only one Approver needs to be selected but multiple Approvers and Alerted Managers may be selected.

This structure also allows you to nominate specific communication types that require this level of approval. Any communication types not nominated will simply be governed by roles and thresholds (see the alerts-only process above).

Workflow

1. When a User (who is not listed on the approvals structure, i.e. not an Alerted Manager or Approver) tries to communicate an event, they will be presented with the option to Alert Manager instead.
2. Selecting this will send an email alert to the nominated Alerted Manager(s), alerting them that an event requires their attention - as with the alerts-only process.
3. This approval structure divides the internal alerts register into three sections, one for each stage of the process. When 'Alert Manager' is selected, the draft event will appear within the Team to Manager menu.
   
   
4. The alerted manager can then log in to CONTRACTS, enter the event and if they are happy, then they can choose to Seek Approval by selecting the Send / Progress button.
   
   
5. This will send an email alert to all of the nominated Approvers and will also appear in the 'Manager to Approver' section of the internal alerts register.
   
   
6. Any approver can then enter the event and give their approval by selecting Send Progress, followed by Perform Action. Note that approval is only required from one Approver.
   
   
7. The Approver will then be presented with the following options;
   
   Approve and Send Communication - this will approve and communicate the event.
   
   Approve without Sending Communication - selecting this will send an email alert to the nominated alerted managers, notifying them that the event is ready to be sent (this will also appear in the 'Approver to Manager' menu of the internal alerts register). Although, any User (role and thresholds dependent) will now be able to communicate the event, as approval has been given.
   
   Request More Information - selecting this will also send an email alert to the Alerted Managers notifying them that this draft event requires their attention again. As the event has not been approved, it is not ready to be sent. The Alerted Manager may make the required amendments and use the 'Send / Progress' button to 'Seek Approval' again, moving the event back to the 'Manager to Approver' menu. 
   
   

Set-up (Admin Users only) - CONTRACTS Admin Panel

1. Start by navigating to the relevant contract within the CONTRACTS admin panel and once the contract is open via the pencil icon, select the Approvals menu on the left-hand side.
   
   

2. After choosing the Party you wish to enable the structure on, the drop-down will contain the 3 types of approval structure. Click Turn On to enable the Global Approval Structure and Proceed Anyway
   
   Here, you will need to nominate at least one Approver, however, multiple Approvers can be selected (much like the Alert Manager structure). 

3. First, you can select what communication types to have approvals required for by using the pencil icon and using the tick boxes within dropdowns of the events, before clicking update to implement.
4. For events which are left unticked, their communication will be governed by roles and thresholds only. If a User does not have the appropriate role or thresholds, then they will have the option to Alert Manager (see the alerts-only process above).
5. Finally, use the tick boxes adjacent to the Users who you wish to be Approvers, before clicking Verify and Submit to implement.
   
   
   You can allow Users with the correct roles and thresholds to bypass the Approval Structure. To do so, enter into the BasicDetails tab, and under the ContractPreferences, select Make requirement for global approvals conditional on user financial thresholds
   
   Having this tick box selected will mean that a User will be able to communicate an event, without requiring approval, as long as the event is within their financial thresholds. For example, if a User with a full permissions role and unlimited financial thresholds tries to accept a quotation, they will be able to do so without the need for approval, even if 'accepting a quotation' is nominated for approval. Any User without the appropriate financial thresholds will need to progress the event for approval.
   
   
   
   

In a similar set-up to global approvals, the contract approvals structure has a role for Approvers and Alerted Managers.

However, the workflow is different in that the Alerted Managers are only required for any events that are not selected as requiring approval.

The Event approvals structure allows for the selection of specific Approvers for specific communication types. For example, you can select one Approver for sending an early warning, but a different Approver for accepting a quotation.

Note that within this approval structure, all Approvers must provide approval for an event before it can be communicated (whereas global approvals require approval from only one approver).

Workflow

1. When a User wishes to communicate an event (that has been set up to require approval), they will have to option to Seek Approval.
   
2. Once selected, an email alert will be sent to all Approvers and the event will appear in the internal alerts register.
   
   
3. Each Approver for that communicate type will then need to open the event and select 'Send / Progress'.
4. As mentioned above, Event approvals require all nominated approvers to provide their approval before an event can be communicated. Therefore, if the event is still awaiting approval from other Approvers, there will be the option to 'Approve without Sending'.
5. To see who has already provided approval and who is yet to provide approval, you can view the approvals commentary by selecting 'Add/View Approval Commentary'.
   
   
6. In the example below, for this event to be communicated, approval needs to be given by one more Approver (outlined in red).
   
   
7. Once the final Approver goes into the event, they will have the option to 'Approve and Send Communication'. The event will now be communicated.
   
   
8. Any events which have not been set up to require approval will be governed by roles and thresholds (see the alerts-only process).

Set-up (Admin Users only) - CONTRACTS Admin Panel

1. Start by navigating to the relevant contract within the CONTRACTS admin panel and once the contract is open via the pencil icon, select the Approvals menu on the left-hand side.
   
   

2. After choosing the Party you wish to enable the structure on, the drop-down will contain the 3 types of approval structure. Click Turn On to enable the Event Approval Structure and Proceed Anyway (Or, if Global Approval is enabled, click Switchto Events Approvals)
   
   
   
   
   

3. First, you can select what communication types to have approvals required for by using the dropdown on the Events Approval.
   
   
4. Then, you will be able to choose which communication within the event you wish the User to be an approver on. Again, this allows you to choose different Approvers for different communication types via the drop-downs, or the different Approvers for the same event but different communications. Please note, if you select more than one User on the communication column, then all the Approvers will need to approve a contractual level:
   
   
5. For events which are left unticked, their communication will be governed by roles and thresholds only. If a User does not have the appropriate role or thresholds, then they will have the option to Alert Manager (see the alerts only process above).
6. Finally, use the tick boxes adjacent to the Users who you wish to be Approvers, before clicking Verify and then Submit.  A bell icon will display against events that use the Event Approval structure.