10 Replies Latest reply on Nov 3, 2016 7:26 AM by sgillard

    How can you delegate approvals?

    davidjohnson Apprentice

      Hi;

       

      Has anyone attempted delegating approvals for changes or requests?  I'm setting up our Change Advisory Board and am expecting  the need to delegate approvals to another user when a member is on vacation.

       

      Cheers,


      David

        • 1. Re: How can you delegate approvals?
          Rookie

          For us, we build additional field Approving Delegate populated by profile.employee and start date / end date on the Employee business object. Then built a service request that when submitted sends an email to a EmailListener which auto update the Approving Delegate,startDate,&endDate.

          • 2. Re: How can you delegate approvals?
            davidjohnson Apprentice

            Hi Yong;

             

            With the Approving Delegate for a CAB member, does HEAT acknowledge a reply from the delegate to approve a change?


            Cheers,


            David

            • 3. Re: How can you delegate approvals?
              davidjohnson Apprentice

              Hi Yong;

               

              Have you tried to use a distribution list (DL) as a CAB member?  This was a suggestion to see if we can use a DL for the various teams that will be represented in our CAB.  For example: Joe, Sally and Jane are members of the Windows Server team.  HEAT sends an approval request to the DL.  If one of the server team replies, can HEAT accept that change approval on behalf of the DL?

               

              Another suggestion is to set up a Windows Server team email account.  Add a new HEAT SM 'user' corresponding to the email account and as a CAB member.  Then HEAT can send change approval requests to the group email account.  If a team member approves and replies from the group email account, HEAT should accept this approval.  If the team member replies from his/her own email account, then HEAT should ignore the approval.

               

              Thank you,


              David

              • 4. Re: How can you delegate approvals?
                Rookie

                Hi David,

                 

                we have not use distribution groups to update Change Approvals, just individuals that are members of our CBA.

                • 5. Re: How can you delegate approvals?
                  davidjohnson Apprentice

                  Hi Yong;

                   

                  We have not figured out if HEAT SM can use a DL for a CAB member; however we can use a group email account.  We successfully tested approval requests sent to the group email account and accepted approvals from the group email account.  This may be a solution for delegation.

                   

                  Cheers,


                  David

                  • 6. Re: How can you delegate approvals?
                    pzamrok Rookie

                    Yong,

                     

                    Can you please let me know how you had the Service Request update the Employee Profile and how you have the approval block search for the delegate field?

                    • 7. Re: How can you delegate approvals?
                      Rookie

                      Our service request is setup to send an email to one of our Email Listener which updates the Delegate field on the employee table:

                       

                      <xsl:element name="BusinessObjectList">

                               <xsl:element name="BusinessObject">

                                <xsl:attribute name="Name"><xsl:text>Profile.Employee</xsl:text></xsl:attribute>

                                <xsl:element name="FieldList">

                                 <xsl:element name="Field">

                                  <xsl:attribute name="Name"><xsl:text>LoginID</xsl:text></xsl:attribute>

                                  <xsl:attribute name="identifier"><xsl:text>true</xsl:text></xsl:attribute>

                                  <xsl:value-of select="normalize-space(substring-before(substring-after(Body,concat('Employee',',$Quote)),concat($Quote,',')))"/>

                                 </xsl:element>

                                 <xsl:element name="Field">

                                  <xsl:attribute name="Name"><xsl:text>Delegate</xsl:text></xsl:attribute>

                                  <xsl:value-of select="normalize-space(substring-before(substring-after(Body,concat('Delegate,',$Quote)),concat($Quote,',')))"/>

                                 </xsl:element>

                                 <xsl:element name="Field">

                                  <xsl:attribute name="Name"><xsl:text>DelegationStart</xsl:text></xsl:attribute>

                                  <xsl:value-of select="normalize-space(substring-before(substring-after(Body,concat('StartDate,',$Quote)),concat($Quote,',')))"/>

                                 </xsl:element>

                                 <xsl:element name="Field">

                                  <xsl:attribute name="Name"><xsl:text>DelegationEnd</xsl:text></xsl:attribute>

                                  <xsl:value-of select="normalize-space(substring-before(substring-after(Body,concat('EndDate,',$Quote)),concat($Quote,',')))"/>

                                 </xsl:element>

                                </xsl:element>

                               </xsl:element>

                              </xsl:element>

                       

                      Hope this helps

                      2 of 2 people found this helpful
                      • 8. Re: How can you delegate approvals?
                        chooi Apprentice

                        Hey David, I thought using group email account was a great idea until someone asked how do you audit who actually made the approval. Is it possible to audit who approved if whoever approved is replying from the group email account?

                        • 9. Re: How can you delegate approvals?
                          davidjohnson Apprentice

                          Hi Chooi;

                           

                          Outlook and HEAT SM handle that nicely.  When I send a reply from the group email account, the reply is tagged "Johnson, David on behalf of <group email account>".  HEAT stores the reply in the Email business object.  Then for any audit inquiry, you can pull the change, the approval #, and the corresponding approval emails which identify who sent the approval from the various group email accounts.

                           

                          Cheers,


                          David

                          • 10. Re: How can you delegate approvals?
                            sgillard Apprentice

                            So I came up with a work around for us.   I created 2 new fields  Manager and Manager of manager.  Then used business rules to use the manager link in employee that calculates each one.

                             

                            ownermanager   is  $([Employee#.owner]Supervisor)

                            Then a trigger action that updated from Ownermanager field when it's created/updated.

                            ownermanager2 is $$([Employee#.owner][link:ManagerLink]Supervisor)

                             

                            You can do this as many levels as you want. We chose two.   Then i created a button for each  in approval vote tracking

                            Hidden Expression -  $(CurrentUserDisplayName() != OwnerManager)

                            $(CurrentUserDisplayName() != OwnerManager2)

                             

                            If you *(currentl logged in user) are either of those people you see the "magic override" button. If not, you aren't one of the two managers... and no button.

                            Then the button makes the current user the owner and approves via a quickaction.

                            quick action :   update object owner with (CurrentUserDisplayName()   and Update "status" to approved.

                             

                            So... Essentially if the approver is out, any two managers above them can approve for them.  It won't let you pick a delegate, but it's handy when people come to me asking, as the manager, to approve for their employee.   And because I did this for approval vote tracking it works in all workspaces. 

                             

                            As a bonus, i created a new saved search for our global dashboard with "my teams approvals" and they can easily see their teams pending approvals. They click the one in question. then click the button..

                             

                            Kinda of a dirty work around, but we are very happy with at least providing our people some kind of self service.

                            1 of 1 people found this helpful