Conga Approvals enables you to trigger an approval request for any object and send an email notification to the concerned stakeholders.
Using Approvals, you can set an approval request on an object header, line item, or both. Once an approval request is triggered, an approver can approve or reject a request via email or via Salesforce by logging into their org and viewing all the available requests in the My Approval or Home Page.
Conga Approvals allows a user to perform the following administrative tasks:
- Install Conga Approvals
- Approve, submit a request with or without attachments
- Reassign an approval request
- Auto-escalate approval requests
- Set up an approval process
It is important to understand how terms are used when working with Conga Approvals.
|Approval Process||The process definition that describes approval processes within your organizations. You can define approval processes for Opportunity, Agreement or Term Exceptions objects. You have to define entry criteria, initial submission actions, step groups (steps, step filters) and final actions within an approval process.|
|Approval Rule (Rule)||Approval rule uniquely identifies an approver based on combinations of various logical conditions per business process and policies. For example, an agreement needs to be sent for approval to CFO if contract value is above $1M OR (geography is emerging markets AND contract value is above $250K).|
|Assignee Type||The system supports the following: Approval Matrix, Auto Approval, Custom Queue, Custom Role, Custom Rule, Related User, Custom User, Queue, Role, User|
|Assignment Email Template||Email template used when an item is reassigned to another user. When an item is assigned to a user for approval, he/she always has an option to reassign the item to another user.|
|Auto Approval||This Assignee Type can be selected for Approval Rule Entry Criteria when you want the item in an approval process to be automatically progressed. For this to work, in an Approval Process step which references that Approval Rule using Auto Approval, the Assigned Approver > Assignee Type must be Subprocess.|
|Backup Approvers||When a user is out of office, all approvals can be automatically assigned to backup approvers. The user may choose to reassign in process approval requests to backup approvers as well.|
If some approval process results in a situation where the same user is required to approve the same object record/line items, these multiple approvals can be consolidated in one approval. In other words, the approver has to approve or reject it only once to approve or reject all of their approval requests for a single approval process.Consider the following approval process with three steps:
|Custom assignee option allows you to configure custom code to be called to evaluate an assignee. If none of the other options are meeting the assignment requirements, custom code can be developed to evaluate the approver based on given criteria.|
|Custom Queue||This assignee type points to a field which contains a queue name in any custom object with a filter to narrow it down to a single row. i.There are two ways to specify a filter: 1. Example 1: Select the row where the ‘Region__c’ field has a value of ‘Asia’. 2. Example 2: Select the row where the ‘Region__c’ field has a value which equals the value of ‘MyRegion__c’ field in the associated business object|
|Custom Role||This points to field which contains a role name in any custom object with filter to narrow down to a single row. For example: Custom_Object__c.Approver_RoleName__c|
|Custom User||This points to a user lookup reference field in any custom object with filter to narrow down to a single row. The custom object may have filter criteria enclosed in parenthesis like the Region filter in this example: Custom_Object__c(Region__c = ‘Asia’).Approver_UserId__c|
|Entry Criteria||You can define certain logical conditions as part of entry criteria for an approval process. If these conditions evaluate true, the approval process is evaluated. This criteria allows you to make sure that all agreements (or opportunities) do not process through given approval process.|
|Reassign||When an item is assigned to a user for approval, he/she always has an option to reassign the item to another user.|
|Step||A step is a business action of approval which will be performed by a user to approve or reject the record.|
|Step Assignee Type||The type of assignee to which the record will be assigned for approval.|
|User||This assignee type refers to a named user of the system. Use this assignee type when you want to dynamically assign an approval request to a user.|
For more information about terms used with Conga products, see Glossary.