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Set Up Approval Users

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Before you can create workflows that involve approval steps, you must set up the workflow users who are involved in approval processes. On the Approval User Setup page, you also set amount limits for specific types of requests and define substitute approvers to whom approval requests are delegated when the original approver is absent.

Note

Both approval requesters and approvers must first be set up as workflow users on the Workflow User Group page. Learn more at Set Up Workflow Users.

When you have set up approval users, you can create workflow responses for approval workflows. Learn more from step 9 at Create Approval Workflows.

Note

To define an approval request as not approved until multiple users have approved it, set approvers up in a hierarchy. For approver type Approver, set approvers up on the Approval User Setup page. For approver type Workflow User Group, set approvers up on the Workflow User Groups page and define the hierarchy by assigning incremental numbers to each approver in the Sequence No. field. Learn more below and at Set Up Workflow Users.

To set up an approval user

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Approval User Setup, then choose the related link.

  2. Create a new line on the Approval User Setup page, then fill the fields as described in the following table.

    Field Description
    User ID Select the user ID of the person involved in the approval process.
    Salespers./Purch. Code Specify the salesperson or purchaser code that applies to the user.

    You typically fill in the Salespers./Purch. Code field if the salesperson or purchaser responsible for the customer or vendor is also the person who must approve the sales or purchase request in question.
    Approver ID Select the user ID of the person who must approve requests made by the person identified in the User ID field.
    Sales Amount Approval Limit Specify the maximum sales amount in local currency (LCY) that the person identified in the User ID field can approve.
    Unlimited Sales Approval Specify that the person identified in the User ID field can approve all sales requests regardless of the amount.

    If you select this check box, you can't fill in the Sales Amount Approval Limit field.
    Purchase Amount Approval Limit Specify the maximum purchase amount in LCY that the person identified in the User ID field can approve.
    Unlimited Purchase Approval Specify that the person identified in the User ID field can approve all purchase requests regardless of the amount.

    If you select this check box, you can't fill in the Purchase Amount Approval Limit field.
    Request Amount Approval Limit Specify the maximum amount in LCY that the person identified in the User ID field can approve for purchase quotes.

    To use this field, you must select the Approver Chain option in the Approver Limit Type field on the Workflow Response page.
    Unlimited Request Approval Specify that the person identified in the User ID field can approve all purchase quotes regardless of the amount.

    If you select this check box, you can't fill in the Request Amount Approval Limit field.
    Substitute Select the user ID of the person who will approve requests made by the person identified in the User ID field, if the user in the Approver ID isn't available.

    Note: The substitute can either be the user in the Substitute field, the direct approver, or the approval administrator, in that order of priority. Learn more at Use Approval Workflows.
    Email Specify the email address of the person in the User ID field.
    Approval Administrator Specify the user with rights to unblock approval workflow, such as by delegating approval requests to new substitute approvers or deleting overdue approval requests.

    Note

    Only one person can be the approval administrator.

  3. To test the approval user setup, choose the Approval User Setup Test action.

  4. Repeat steps 2 and 3 for every person you want to set up as an approval user.

See also

Set Up Workflow Users
Setting Up Workflow Notifications
Create Approval Workflows
Setting Up Approval Workflows
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Workflow

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