Approval flows
In general, the approval process includes the following user interactions, all of which are carried out with an HTML browser. Approvers receive notifications of all approval requests by e-mail.
- The system determines whether approval is required for the organization performing the particular action.
- An approver is selected from the appropriate approver member group.
- If approval is not required, preprocessing and postprocessing tasks are initiated.
- If approval is required, the preapprove command is invoked and the approval request is stored. E-mail notifications are sent to approvers.
- An approver checks the list of approval requests awaiting approval and approves or rejects them. Optionally, the approver can add comments.
- If approved, the post-approve command, if any, is invoked. If rejected, the post-reject command, if any, is invoked.
- The submitter can check the approval status throughout the process and view the approver's comments.
For example, when an organization signs up for RFQ response approvals, an RFQ response approval member group is created for the organization. All of the organization's users who have been given a Sales Manager role will be implicitly placed into this group. The organization administrator can add or modify the rules determining which user roles are implicitly placed within a particular approval member group. They can also explicitly place users within a particular approval member group.
- Approval requests are approvals that have been submitted and require an approver's attention
- Approval submissions are requests that you have made and are waiting for approval
You can work with approval requests by using the Organization Administration Console . As well, You can use the HCL Commerce Accelerator to work with both approval requests and submissions.
- Preapproval task command
- Preapproval task commands are run before the approval of an approvable action within a business process enabled for an organization. For example, before order approval, the command that checks inventory is run to ensure that the product is in stock. If it is in stock, the approval request is passed on to the approver.
- Post-approval task commands
- If an approvable action is approved, a post-approval task commands, if any, is run. For example, the post-approve task command might automatically update an inventory.
- Post-rejection task commands
- If an approvable action is rejected, a post-rejection task command, if any, is run. For example, the post-reject task command might check the monetary value of the order and notify a manager if it is above a certain amount.
More specifically, when an organization signs up for a specific approver member group, users having a particular user role are implicitly placed in that group. Any user with the default role for that organization becomes an approver for the corresponding action. There are five approver member groups, one for each business process to which approvals can be applied:
Process subject to approval | HCL Commerce default approval groups | Default role with authority to approve |
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Sales Manager |
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Buyer approver |
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Channel Manager |
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Seller Administrator and Channel Manager |
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Sales Manager |
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Seller Administrator or Buyer Administrator for new approval groups. When the bootstrap data is loaded a user registration approval group is created for the root organization. That group contains one user: -1000 (wcsadmin). |
Disabling the inherited approval authority that a child organization has inherited from its parent organization means that the child organization no longer has the same approval access as its parent. In order for an organization to override the parent organization's approval requirement, the disable member groups are included in the list of approval levels for an organization. The Site Administrator can open the Organization Administration Console , select to find organizations to work with. From this list, the Site Administrator can select an organization and click Approval to view a list of approval groups for the organization and select approval groups from this list and move them to the Selected approvals list.
- A user registering to any organization except the default organization requires approval, unless this organization explicitly disables the approval.
- A user registering to the default organization does not require approval.