Position Based Approvals are available when licensed to provide a rapid deployment model based on an organizational structure and associated approval limits. Automatic and easily maintainable position-based approvals complement the current routing rules to create easy to maintain hierarchical approvals while maintaining the flexibility to design advanced workflows for exceptions and complex requirements. Position Based Approvals can be activated or inactivated for each WorkPlace solution as required on the General tab in System Settings for each functional area.
Centrally configure and maintain standard Positions within WorkPlace.
Optionally define one or more Approval Policies for each Position.
Assign Supervisors and Positions to each WorkPlace user based on organizational structure using Security Maintenance (this creates the reporting hierarchy).
Assign Alternate Approvers in Security to indicate who will approve when the user enables their alternates when they will be unavailable (i.e. before they leave for vacation).
Confirm the 'Automated Approval Priority' System Setting if Position Based Approvals will be used in conjunction with Project Manager and/or Routing Rule based approvals. This will determine the order in which the approval types will take place.
Enable Position Approvals for the desired WorkPlace Solutions and modules in System Settings.
A transaction that is submitted through Position Based Approvals will only be fully approved when it has been approved by a Position with a matching Approval Policy or the last Supervisor in the user's reporting hierarchy. To prevent circular approval chains from incorrect user configuration (i.e. User 1 reports to User 2 who reports to User 1), the Position Based Approval engine will 'stop' when if it encounters a user who has already been assigned to the Supervisor chain and mark the transaction as approved.