Get Approval
You must approve this Step Type for the Process to move on to other steps. If you reject the Approval, all other steps will not be completed.
For "Get Approval" Step Types, a task is created for the User or User Group defined in on the Step record. The User or User Group must review the record they approve. So, you can't click the Complete button in the preview pane of the Task window, but you can go to the associated record and approve from there.
Depending on who needs to approve the record for the step, use one of the following fields:
- Specific User: One individual needs to approve. This user receives the task OR is listed as the sender if the step sends an email.
- Supervisor User: If set to Yes, the supervisor of the user who added or edited the record must also approve. This supervisor user receives a task as well.
- Lookup User: Search a user, such as a primary contact, who needs to approve. To enter a value, use the table and field lookup convention. Generally, this value ends in "User_ID" or "User_Account". This user receives the task OR is listed as the sender if the step sends an email.
- Specific User Group: Any or all users in the User Group need to approve. To determine who in the User Group needs to approve, you can select an option in the Task Completion Rule field:
- A Majority (50% or More) Complete: Require at least 50% of the User Group to agree to approve or reject the task. The task won't be complete until at least 50% of recipients reply to it in the same way.
- All Users Complete: Require all users in the User Group to agree to approve or reject the task.
- At Least One User Completes: Allow any individual user of the User Group to approve or reject the task.
Single User or User Group?
Let's look at some examples to see when you would select a single User versus a User Group to approve a step.
- Manager Matthew needs to approve a staff member's time off request. We want the supervisor to get an email indicating they need to approve the time off.
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- Process Step One: Email Specific User.
- Process Step Two: To Specific User.
- Approval: The time off request is not.
- When congregants update their names, Data Quality Dave, Dana, Deila, Daisy, and Darrell give them a quick glance to make sure the new name is appropriate. Only one person in the Group needs to approve the name.
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- Process Step One: Email User Group.
- Process Step Two: Get Name Change Approval.
- Specific User Group: Data Quality Team.
- Task Completion Rule: At Least One User Completes.
- Approval: The name change is approved as soon as one member of the User Group approves it.
- Before an event can appear on their church's website the majority of the Communications Committee, consisting of Connie, Carl, Chris, and Cathy, needs to approve it.
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- Process Step One: Email User Group.
- Process Step Two: Get Web Approval.
- Specific User Group: Communications Committee.
- Task Completion Rule: A Majority (50% or More) Complete.
- Approval: The Event is not public on the web until at least two members of the User Group approve it.
- Event Managers Ethan and Emily need to approve all room reservations. Ethan reviews the room and room setup information to ensure facilities staff can set up the room as required. Emily reviews the room request to ensure the room use fits the church's vision. Both Ethan and Emily must approve the room reservation request.
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- Process Step One: Email User Group.
- Process Step Two: Get Room Use Approval.
- Specific User Group: Event Managers.
- Task Completion Rule: All Users Complete.
- Approval: The room request is not approved until both Ethan and Emily approve it.