After the Intelligent Approvals package has been installed, there are Setup configuration options that can be changed.

By default, the package installation sets up the majority of the application to be used as is; however, some organizational specific options can only be configured after the installation. Some post-package installation configuration must be done to best maximize the features available in Intelligent Approvals. There are also default settings that you may want to change, to better suit your business.

This section provides the workflow and the sequence of actions you have to define to enable Custom Object Approvals.

Workflow

To do...How to define...
Install required packagesInstall the latest approvals and dependent packages.
Adding Values to Approval picklistsAdd object names to processes, rules, and dimensions.
Approvals System PropertiesCreate a record in Approval System Properties and enter the requisite details. For details, see Mandatory Setting for Agreement Objects.
To configure custom object settingsCreate a record in Approval Custom Config for the primary custom object- Setup the context type as Multiple if you are defining an approval process for the header and child object and set it as Single if you are using approvals only on one object.
Add pick list values for approval fields
  • Create Approval Status and Approval Preview Status fields on the header object.

  • Create Approval Status and Approval Preview Status fields on the child object.

Configure Approval Required Check Settings
  • Setup Search Filter (Entry Criteria) for header (e.g. Opportunity).

  • Setup Search Filter (Entry Criteria) for line items (e.g. Opportunity Products).

  • Create the Approval Required Check Trigger for the header and line item object.
  • Invoke the Approval Required Check API within the trigger for the header and line item object and click Save.

  • Set Header and line item approval status based on the Approval Required Check API.

  • Pass the line items that need to be evaluated for approvals when the line items and header information is created or updated.

    APIs to be invoked:

    • Apttus_Approval.ApprovalsWebService.isApprovalRequired

      (customobjectAPIName, customobject.Id)

    • Apttus_Approval.ApprovalsWebService.CheckIfApprovalRequired2

      (headerIdStatus, childIdStatusList, modifiedChildObjectIds)

Approval status at the line item as well as header should be set to Approval Required for preview / submit to work.
Create Approvals PageCreate the Approvals Page using Apttus Approvals Management package as reference. Link the Approvals page to a button of the primary page header, for example Approvals. This page will be used by a requestor to preview approvals, submit the object for approvals, or cancel or recall approvals while the object is going through approvals. This page will also be used by requestors to view approval history.
Create My Approvals PageCreate the My Approvals Page using Apttus Approvals Management package as reference. Link this page to a button of the primary object header such as My Approvals. This page will be used by Approvers to view all header and line items that require approval. Approvers can also use this page to take ownership of any queues that they are part of.
Setting up Email Templates and AlertsWhile Apttus provides default email templates for approval requests, if you want the emails to have attachments or have your own specific content, you must customize the templates.
Setup Approval ProcessConfigure Approval Process
  • Use the Approval Required status as process entry criteria.

  • Create additional pick list values for Approval Status etc.

  • Setup approval rules on the child context object to be used for the step of type Child Process.

  • Setup approval rules on the primary context object to be used for the step of type Subprocess.

  • Approval rules of type Condition can also be defined if the approval rule entry criteria is complex expression.

  • Setup the initial and final submission actions.

Setting up Approval RulesCreate Approval Rules for each Sub Process and Child Process if you have multiple approvers for a process. Configure Approval Rule criteria. Select Approval Rule Type as Condition to use Auto Re-approval conditions. For each step in sub-process or child process, create approval rule entry, step label, Approval Condition, Auto Re-approval Condition, and Assignee, and step dependency.
Setting up Backup or Delegate ApproversBackup approvers are required to 'catch' approval requests whose assignees cannot be identified and ensure approval processes progress as expected.
Setting up the Backup AdministratorThe backup admin user is responsible for handling routing issues that may occur during the intelligent approval process, while admin profiles enable you to associate users — via their roles — with admin level access to Intelligent Approvals.
Setup Page Layout for Primary ObjectAdd Approvals and My Approvals buttons to primary object layout.


Global Settings

Optional Configuration

Auto-escalating Approval RequestsWhen an approval request is not approved, rejected, or reassigned within the allotted time, it can automatically be reassigned to a new approver so the approval process can continue.
Changing Approval Rule Step BehaviorTypically steps that cannot identify an assignee are sent to the backup administrator; however, you can change that behavior and have those steps skipped instead.
Changing the Assignee Search page results listThis controls the number of assignees that can be displayed on a single search page. Typically the default value of twenty is suitable for your organization, but you can increase or decrease the value
Creating Approval MatricesMatrices are used with Global Discount Policies to route approvals to users based on system-wide default discount percentages.
Approval Request HistoryWhen an Apttus approval process is initiated — by submitting or resubmitting an approval — for an agreement, term exception, or opportunity, an approval history record is created. The Approval request history Object comprises information for old approval requests such as, the approval status, the date of the request, who it was assigned to, and who the actual approver was.
Submitting a Request with AttachmentsEnables you to submit your approval request with an attachment. To submit a request with attachment, ensure that you have created custom email notification templates and specified the name of each of the templates in the Approval Process of the object.
Approval Submission CommentsApproval submission comments enable you to add personalized comments when you submit an approval request. You can have a single comment at the process level or up to three comments at the step level.
Child Filter Objects

From 7.0 onwards you can use a child process to configure approvals on child objects.

 However, if you wish to create approval steps based on child object fields, you can use custom child object fields. Create an child filter expressions to filter the records based on child object fields.

Opportunity records and ACMWhen Advanced currency management (ACM) is enabled in your org, you cannot have any Opportunity record fields of data type currency in your email templates or approval summary page.

Performance and Scalability

AreaDetail
Multiple Approval ProcessesWhen to use multiple approval process?

When you have Region Based Approval variations, Business Unit Based Approvals variations, Channel Based Approvals variations.

How do I configure multiple approval processes?

Define mutually exclusive process entry criteria so that only one process is selected for a given primary object instance.

Why do I configure multiple approval processes?

Having multiple approval processes reduces the number of approval steps/criteria system needs to execute

Approval Rule Entry CriteriaSpecify minimum approval conditions in Approval Rule entry criteria for Sub Process or Child Process steps to avoid evaluation of all approval rule entries every time.
Approval Required CheckProvides users visibility to whether approval is needed for header or line items without executing the entire approval process. Provides a mechanism to avoid approval process evaluation for a large number of scenarios.