Approval

The approval system in Cetegra Catalog is a robust and adaptable solution designed to meet a variety of approval needs. Approvals can be configured on both category and product levels, and multiple approval steps can be implemented in a sequence. This documentation covers the different aspects of configuring and utilizing the approval system effectively.

Configuring Approval Steps #

Adding an Approver #

To add an approval step for a product or category, navigate to the Order fulfillment flow module, click the edit icon, select Add submit action, and choose Require approval.

Approval steps can be based on a variety of parameters including users, groups, roles, the current user’s closest manager, or a dynamic selection chosen from a user list. Multiple approval steps can be configured, and you can add multiple users/groups as approvers for the same step. The step gets approved when one of these selected users approves the order.

Require Approval Options #

• Add Users: Select and filter users to add. Multiple users can be included.
• Add Group: Choose and filter groups to add. Multiple groups can be included.
• Add Manager: Designates the current user’s closest manager as the approver. Make sure the AD attribute manager is correctly configured.
• Add Role: Select defined roles like Desktop Manager or Cetegra Chat Admin, and add multiple roles if needed.
• Add Token: Use a user input selector as the approval user, which helps base the approval on a previous user input in the order.
• Add Element: Introduce input fields for the approver to complete during approval. The functionality mimics the Forms and actions page.
• Add Section: Group various inputs into sections. More details are available here.
• Ask Approver to Comment: Default comment field requiring input from the approver.
• Auto Approval Groups: Automatically approves if the current user is part of selected groups.
• Continue if Approver Declines: Allows the order to proceed to the next step even if an approver declines, facilitating acting on tokens using conditions.

Practical Examples #

Single Approval Step #

This example demonstrates a scenario where one of the two designated approvers must approve the request for adding a user to the access_0001 AD group. Following approval, the user is automatically added to the group.

Sequential Approval Steps #

The illustration below involves two approvers, each approving sequentially. James must approve before Emilie is notified to approve the same request for adding a user to the access_0001 AD group.

Input-Based Approval #

This example showcases an approval step requiring specific inputs. Here, James Blyth, a network manager, provides an IP address and VLAN ID before the server’s automatic setup.

The manager approves after the network info is inputted. The server builds using details from the order, like server name and OS, and network info from the approval step.

Learn more about advanced action systems here.

Automatic Approval #

The system auto-approves if the user belongs to the _DL_Cegal_Develpment AD group, useful for groups that should bypass manual approval.

Handling Approver Declines #

In cases where it’s beneficial to continue the process even after a decline, use tokens within the conditions system to manage our response. Set the token approval_step_1 to trigger emails upon decline.

Overriding Approval Steps #

Should the designated approver be unavailable, a Catalog Manager can override the approval step on the All approvals page as needed.

Token-Based Dynamic Approval #

Token-based approval caters to cases where conditions determine responsible approval personnel. You can use token values from a selection input in the order form. This example demonstrates using a user request form and a selection input for the approver.

Note that only the User Select input caters to token-based approvals.

Add the token approver_input to make the approval user dynamic. Available tokens are listed for selection.

Upon completion and the selected approver, they receive email alerts and tasks in the Cetegra Workspace.

Now, Pilot 1, the selected user, receives the notification and task in the Catalog.

Approval Fallback Mechanism #

Fallback detects and redirects approval responsibilities when dynamic settings fail to locate the appropriate approver (e.g., empty groups, roles without users, or unset managers in AD).

Fallback activation is outlined below:

• Unassigned approval steps are transferred to a Catalog Manager.
• If unavailable, responsibilities shift to Workspace Admin users.

Emails highlight approval requests, fallback details, and approval duties. Information on reassigning steps is included.

In the approval overview, when no approvers are detected, those with a Catalog Manager role are designated.

If no Catalog Manager is available, Workspace Admin users take responsibility.