Understanding the User Management Interface - Approval Role

Overview

You can use the Approval Role tab to create or configure roles with specific actions for users. Approval roles specify the actions that users can perform during the budgeting process. For example, you can assign a budget manager with an approval role to approve certain budgets. Approval roles can have varying levels of user responsibility for budget entities. For example, a user has access to two entities (A and B), but has HR responsibility for entity B only. You can then restrict the user to view only specific data based on HR access for the approval role assigned for the entity.

Business Value

You can create approval roles for users to ensure clarity, alignment, and accountability within an organization and improve the regular functioning of the business.

You can access the Approval Role tab by going to Maintenance > Admin > User & Role Management, and then click the Approval Role tab.

Field Descriptions

You can perform the following actions on the Approval Role tab:

• Add - Click the Add icon to add an approval role.

• Edit - Click the Edit icon to edit an approval role.

• Delete - Click the Delete icon to delete an approval role.

• Apply Filter - Click the Apply Filter icon to filter the data on this page as required.

The grid displays the following information:

• Approval Role Code - Displays the unique code to identify an approval role.

• Approval Role Name - Shows the name by which you can identify an approval role.

• Created Date - Indicates displays the date and time when an approval role was created.

• Created By - Displays the user’s name who created the approval role.

• Modified Date - Indicates the date and time when an existing approval role was last modified.

• Modified By - Displays the user’s name who had made last changes to an existing approval role.

Approval Roles for Workflow Applications

This section describes the procedure to add and edit approval roles for applications that have Workflow Setup enabled. For detailed information on workflow application, refer to this section in the Online Help.

In Practice: Add an Approval Role for a User

1. Go to Maintenance > Admin > User & Role Management , and then click the Approval Role tab.

2. Click the Add icon.

   The Add Approval Role page appears.

3. In the Approval Role Code field, type a code to identify the approval role.

4. In the Approval Role Name field, type a name to identify the approval role.

5. Select the required Approval Actions for the new approval role for access to entity actions from the following options:

   • Forward - To allow the approval role to access the Forward action in the Planning Control Panel and forward the budget entities that contain budgets for approval. You can forward budgets when the current status of the budget entity is In Progress. Forwarded budgets are locked to ensure that they are not editable.

   • Approve - To allow the approval role to access the Approve action in the Planning Control Panel and approve forwarded budgets.

   • Final Approve - To allow the approval role to access the Final Approve action in the Planning Control Panel and flag all budgets with a Final Approval status. Final-approved budgets are locked and cannot be edited by users or administrators.

   • Workflow History - To allow the approval role to access the Workflow History option in the Planning Control Panel and view the complete workflow history of a budget which includes the action, action date, user name, and comment.

6. Select the required template actions from the Operating Budget Template Actions section for all the required templates for the approval role from the following options:

   • All - To allow the approval role to perform all template actions.

   • Input - To allow the approval role to open budget templates in Input mode and to enter data.

   • View - To allow the approval role to open budget templates in Read Only mode and view the data.

   • Forward - To allow the approval role to access the Forward action in the Planning Control Panel and forward the budget entities comprising budgets for approval. You can forward budgets when the current status of the budget entity is In Progress. Forwarded budgets are locked to ensure that they are not editable.

   • Approve - To allow the approval role to access the Approve action in the Planning Control Panel and approve forwarded budgets.

7. Click the Save icon.

You can search for the required templates in the tables using the search functionality.

In Practice: Edit an Existing Approval Role for a User

1. Go to Maintenance > Admin > User & Role Management , and then click the Approval Role tab.

2. Click the Edit icon.

3. The Edit Approval Role page appears.

4. Make the required changes on the page.

5. Click the Save icon.

Approval Roles for Non-Workflow Applications

This section describes the procedure to add and edit approval roles for applications that do not have Workflow Setup enabled.

In Practice: Add an Approval Role for a User

1. Go to Maintenance > Admin > User & Role Management, and then click the Approval Role tab.

2. Click the Add icon.
   The Add Approval Role page appears.

3. In the Approval Role Code field, type a code to identify the approval role.

4. In the Approval Role Name field, type a name to identify the approval role.

5. Select the required Approval Actions for the new approval role for access to entity actions from the following options:

   • Forward - To allow the approval role to access the Forward action in the Planning Control Panel and forward the budget entities that contain budgets for approval. You can forward budgets when the current status of the budget entity is In Progress. Forwarded budgets are locked to ensure that they are not editable.

   • Approve - To allow the approval role to access the Approve action in the Planning Control Panel and approve forwarded budgets.

   • Final Approve - To allow the approval role to access the Final Approve action in the Planning Control Panel and flag all budgets with a Final Approval status. Final-approved budgets are locked and cannot be edited by users or administrators.

   • Workflow History - To allow the approval role to access the Workflow History option in the Planning Control Panel and view the complete workflow history of a budget which includes the action, action date, user name, and comment.

6. Select the required template actions from the Operating Budget Template Actions section for all the required templates for the approval role from the following options:

   • All - To allow the approval role to perform all template actions.

   • Input - To allow the approval role to open budget templates in Input mode and to enter data.

   • View - To allow the approval role to open budget templates in Read Only mode and view data.

   • Mark Complete - To allow the approval role to access the Mark Complete action in the Planning Control Panel to mark templates as Complete. After you have marked a template as Complete, you cannot open it in Input mode until you mark it as Not Complete.

7. Click the Save icon.

In Practice: Edit an Existing Approval Role for a User

1. Go to Maintenance > Admin > User & Role Management , and then click the Approval Role tab.

2. Click the Edit icon.

   The Edit Approval Role page appears.

3. Make the required changes on the page.

4. Click the Save icon.