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Automatic Approvals

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Question

Automatic Approvals

Answer

Automatic Approvals

Automatic approvals occur when an approver belongs to multipleapproval groups. When the approver approves the quote the approver'sstatus changes to "Approved" for the current approval group and forall associated approval groups. Additionally the statuses of alllower-level approvers in all associated approval groups automaticallychange to "Approved". Automatic approvals ensure that an approverapproves a quote only once. The following example describes a basicscenario for automatic approvals in which one approver belongs tomultiple approval groups. The second example describes a more complexscenario in which multiple approvers belong to multiple approval groups.

Example 1: Two Approval Groups Containthe Same Approver

In this example the sales manager belongsto two approval groups. Table 1 showsthe order approval table before the sales manager approves the quote.
Table 1. Order ApprovalTable: Before The Sales Manager Approves The Quote
Approval Key

Sequence

Team

User Group

Status

Approval Group Key
A11SalesSalesRepresentativePending ImmediateAG5
A22SalesSalesManagerPendingApproval AG5
A33FinanceAccountantPendingApprovalAG5
A44Shipping WarehouseGroupPendingApproval AG5
A51SalesSalesManagerPendingImmediateAG6
A62Marketing AnalystPendingApprovalAG6
A73Marketing SeniorAnalystPendingApproval AG6
Table 2 showsthe order approval table after the sales manager approves the quote.
Table 2. Order ApprovalTable: After The Sales Manager Approves The Quote
Approval Key

Sequence

Team

User Group

Status

Approval Group Key
A11SalesSalesRepresentativeApprovedAG5
A22SalesSalesManagerApprovedAG5
A33FinanceAccountantPendingImmediateAG5
A44Shipping WarehouseGroupPendingApproval AG5
A51SalesSalesManagerApprovedAG6
A62Marketing AnalystPendingImmediateAG6
A73Marketing SeniorAnalystPendingApproval AG6

When the sales manager approves the quote the A5 and A2approval keys move to "Approved" status. In this example the salesmanager approves the quote before the sales representative approvesthe quote so the A1 approval key also moves to "Approved" statusbecause the sales manager has a higher sequence number than the salesrepresentative.

Example 2: Two Approval GroupsContain the Same Approvers

In some cases different approvalgroups contain the same approvers in different approval sequences.When this scenario occurs the approval process starts with the approvalgroup that contains the creator of the quote at the lowest level ofthe group. In this example the Sales Approval Group and the FinanceApproval Group contain the same approvers in different approval sequences.The sales representative has created the quote and is assigned tothe lowest level of the Sales Approval Group.

Table 3. Sales Approval Group
Approval Number

Sequence

Team

User
Group

Predecessor

AP11SalesSalesRepresentative
AP22SalesSales ManagerAP1
AP33FinanceAccountantAP2
Table 4. FinanceApproval Group
Approval Number

Sequence

Team

User
Group

Predecessor

AP11FinanceAccountant
AP22SalesSales ManagerAP4
AP33SalesSales RepresentativeAP5

The following order approval records are generatedand each approval listed below is required:

Table 5. Order ApprovalTable for Automatic Approvals
Approval NumberSequenceTeamUser GroupApproval Group
AP11SalesSales RepresentativeSales Approval Group
AP22SalesSales ManagerSales Approval Group
AP33FinanceAccountantSales Approval Group
AP44Sales Sales RepresentativeFinance Approval Group
Because the sales representative is assigned to the highestlevel of the Finance Approval Group the accountant and sales managerare not required to approve the quote for the Finance Approval Group.Order approval records are not generated for these two approvers.If the accountant approves the quote first automatic approvals occurfor the sales representative and sales manager.
Parent topic: Determining the Approval Sequence
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Document Information

Modified date:
08 December 2018

UID

ibm10760741

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