Work with Approval

This chapter describes how to set up the approval settings, make yourself an approver and how to create Approval Groups.

In the menu Setup, Approval settingyou are able to setup the number of Approvers for changes is the Framework and Authorization Requests:

Number of approvers for company groups: The number of approvers that are needed for a new or changed Company Group. If the number is 0 there is no approval needed. You can process a change without approval. A new Company in the Company Group will result in permissions to that Company for users with assigned Organization Roles with this linked Company Group!
Number of approvers for permission set groups: The number of approvers that are needed for a new or changed Permission Set Group. If the number is 0 there is no approval needed. You can process a change without approval. A new Permission Set in the Permission Set Group will result in extra permissions for users with assigned Organization Roles with this linked Permission Set Group!
Number of approvers for organization roles: The number of approvers that are needed for a new or changed Organization Role. If the number is 0 there is no approval needed. You can process a change without approval. A new Permission in the Organization Role will result in extra permissions for users with this assigned Organization Role.
Default number of approvers for Authorization Requests: When you create a new Organization Role the default number is used. You are able to change the number per Organization Role. This is the number of approvers that are needed for new Authorization Requests. If the number is 0 there is no approval needed. You can process a new permission to a User without approval.

Click on Save & Close to save the Approval settings.

In the menu Setup, Approversyou are able to set up the Approvers. If an Authorization Box user had enough rights he can be Approver for several Approval types. To create a new Approver click on the button New:

Approver: Select the Authorization Box user to make him Approver
Approval Type: Select the Approval Type

Depending on the Approval settings, changes in the framework must be approved. After approval the Authorization Box will process the change. The following Types of approval are available.

Create / Change Permission Set: Create a new permission set, modify permissions in an existing permission set or delete a permission set altogether
Create / Change Permission Set Group: for a change in a Permission Set Group. Adding a Permission Set to a Group adds this to any user assigned the Group. Likewise for removal.
Create / Change Organization Role: to modify an Organization Role, e.g. add an extra Permission Set. After approval of the change it will be processed. Result is that all the users with the assigned Organization Role get the new Permission Set
Create / Change Company Group: for a change in a Company Group. After approval, a new company results in permissions in that company for the already assigned Organization Roles.
Assign authorizations: approve Authorization Requests.
Revoke authorizations: revoke any assigned and processed Authorization Requests.

Click on Save & Close to save the Approvers

In the menu Setup, Approval Groupsyou are able to set up the Approval Groups. Approval Groups are a group of one or more Approvers that can be assigned to one or more Organization Roles. When an Approval Group is assigned to an Organization Role, this will overrule the general Approval Settings for that specific role. For instance: the number of approvers needed for approval on an Authorization Request will be derived of the Approval Group instead of the general settings. To create a new Approval Group click on the button New:

Approval Group: The name of the Approval Group.
Required approvers: The number of approvers that are needed for new Authorization Requests. This number overrules the number of the general setings and has to be 1 or higher.

Click on Save & Edit to save the Approval Group.

When the Approval Group is saved, You can add Approvers to the group and You can assign the Approval Group to an Organization Role.

Approvers
Add one or more Approvers by Moving users from left to right. You can do this by double clicking a user or by selecting a user and clicking on one of the arrow buttons. Press the Save button at the bottom of the Users fasttab to save the Approvers.

Organization Roles
Adding Organization Roles to an Approval Group works in the same way as adding users/approvers. Press the Save button to save the Organization Roles. When You add the Approval Group to an Organization Role, the numer of approvers for that role will be set to Conform Approval Group.