Approval automations

Approval runs two scheduled jobs, offers two actions in the list of requests and sends its e-mails from eleven templates. Their options are in Approval settings and Choose who hears about each event.

Both jobs are active after installation; an administrator stops them in the scheduled actions of the technical menu: Developer mode and the technical menus.

Scheduled jobs

Approvals: Overdue and Escalation

• When: every hour.
• What it does: on requests under review, it updates who may decide as a delegate from the delegations valid that day, and rechecks the steps whose approver was archived or left the company, sending Step needs a supervisor once when nobody can decide. Then it marks each decision past its deadline as overdue, sends the Decision overdue rule and applies the step's When Late once; the chatter records the outcome.
• How to stop it: leave Answer Within at 0, or When Late at Do nothing; delete the Decision overdue rule to stop its e-mail. Stopping the job also stops the delegate and approver checks.

Approvals: Daily Digest

• When: once a day, at 07:00 Riyadh time unless an administrator moves it.
• What it does: in each company set to Send a daily digest, sends one e-mail to each person with decisions waiting, as approver or delegate, and to supervisors for the requests that need one. A second run the same day sends nothing.
• How to stop it: choose No digest in Approval settings, or untick Send Emails on a type to keep its requests out.

Actions of the request list

Accept My Decisions

• When: someone ticks up to 100 requests in a list and chooses Actions › Accept My Decisions.
• What it does: accepts that person's open decisions on them, except those whose step asks for a note or a signature, and counts the result in a notice: Decide a request.
• How to stop it: it acts only when chosen.

Decide on Behalf

• When: a supervisor ticks up to 100 requests and chooses Actions › Decide on Behalf.
• What it does: opens the decision dialog to accept or decline as a supervisor. With several requests, each one is finished, held steps included. Declining needs a reason.
• How to stop it: it acts only when a supervisor chooses it.

E-mail templates

The notices of the rules

Nine templates named Approval: and the event: Request Sent, Decision Needed, Request Approved, Request Rejected, Request Cancelled, Approval Revoked, Decision Overdue, Decision Handed Over and Step Needs a Supervisor.

• When: its event happens and the rule ticks someone. Decision Handed Over serves Decision reassigned; Approval Revoked replaces Request Cancelled for an approved request.
• What it does: one e-mail per recipient, in their language, with a button to open the request. A type's Decision-Needed Mail and Decision Mail replace the decision-needed, approved and rejected ones.
• How to stop it: untick the recipients or delete the rule, or untick Send Emails on the type.

Approval: Decision Escalated

• When: a decision is overdue and its step's When Late is Alert someone.
• What it does: tells the people of Escalate To which decision is late and who must still decide; they may then read the request.
• How to stop it: choose another When Late on the step.

Approval: Daily Digest

• When: sent by Approvals: Daily Digest only.
• How to stop it: as for the job.