This activity configures the process of approving: it creates approvals, sets approval rules and conditions.

The activity evaluates the result depending on the following factors:

  • the decision made by the approvers
  • conditions specified in the Approved When or Approval Conditions and Reject Conditions fields
  • (optional) conditions specified in scripts.

The activity can be completed with one of two results: Approved or Rejected.


Activity fields

NameMandatoryDescription
NameNActivity name. A good practice is to make the name descriptive for clarity.
DescriptionNType a brief description of the activity. It is displayed on the activity block on the canvas if provided.
TableYA table to be affected by this activity. This field is populated automatically.
Run ConditionsN

Specify conditions to be met for generating approvals. If these conditions are not met, the workflow skips the activity. In this case, the Approved exit is taken.

Approval TypeN

Specify the approval type to define the conditions of the activity exits. Available options:

  • Automatically – select the conditions of the activity completing in the Approved When field from a predefined set of conditions.
  • Manual – configure your conditions of the activity completing you need in the Approval Conditions and Reject Conditions fields.
Non-Mandatory ParticipantsN

Select this checkbox to add the participants whose approvals are not mandatory to vote. When this checkbox is selected, the Non-Mandatory Participants tab appears.

Mandatory participants tab
EmployeesN

Select responsible users. They will receive the approvals and make their decisions. Click the magnifier icon  to select from the list or start typing the user name to select from autosuggest.

GroupsN

Select responsible groups. Users included in this group will receive the approvals and make their decisions. Click the magnifier icon  to select from the list or start typing the group name to select from autosuggest.

RolesN

Select roles whose owners will receive the approvals and make their decisions. Click the magnifier icon  to select from the list or start typing the role name to select from autosuggest.

AdvancedNSelect this checkbox to specify a script to execute.

Script 

N

If the Advanced checkbox is selected, this script is called to determine if any additional approvals should be created.

The script is intended to set the answer variable to a comma-separated list of user IDs to add as approvers.

This field appears when the Advanced checkbox is selected.

The code example below implements logic as described below:

  1. Checks groups of the current caller.
  2. Checks the value of the Responsible attribute of these groups.
  3. If the group responsible was found, then his user ID is added to the answer array.
Script example
const caller = current.getValue('caller');
const callerGroup = new SimpleRecord('sys_user_group');
callerGroup.addQuery('user_id', сaller);
callerGroup.selectAttributes('group_id');
callerGroup.query();
while (callerGroup.next()) {
  if (callerGroups.group_id.getValue('responsible')) {
    answer = callerGroups.group_id.getValue('responsible');
  }
}

You can pass values to the answer variable either as a string or as an array, for example:

answer = ['100000000000000001', '160017550418345219', '159974538715046822']

answer='100000000000000001,160017550418345219,159974538715046822'

Approved WhenN

In this field, you can define the approval logic. Available choice options:

  • Anyone to approve – the Approved exit will be taken if at least one responsible user approves the ticket.
  • Everyone to approve – the Approved exit will be taken only if all responsible users approve the tickets; otherwise, the workflow will take the Rejected exit.
  • First response from anyone – the exit to be taken depends on the first decision received: the first user who happens to make the decision defines the outcome.
  • Most answers – the activity outcome depends on the number of approvals and rejections: if there are more approvals, then the Approved exit is taken and vice versa.
  • Conditions based on script – the activity outcome depends on the Script that calculates the result every time it receives approval or rejection.

This field appears when the Approval Type is equal to Automatically.

Approval ConditionsY

Specify the conditions to be met for the Approved exit. If there is more than one condition, they will be checked one after another.

This field appears when the Approval Type is equal to Manual.

Reject ConditionsY

Specify the conditions to be met for the Rejected exit. If there is more than one condition, they will be checked one after another.

This field appears when the Approval Type is equal to Manual.

Non-mandatory participants tab

This tab appears when the Non-Mandatory Participants checkbox is selected.
EmployeesN

Select responsible users from the Employee list. They will receive the approvals and make their decisions. Yet, their approval is not mandatory. Click the magnifier icon  to select from the list or start typing the user's name to select from autosuggest.

Groups

N

Select responsible groups. Users included in this group will receive the approvals and make their decisions. Yet, their approval is not mandatory. Click the magnifier icon  to select from the list or start typing the group name to select from autosuggest.

Roles

N

Select roles whose owners will receive the approvals and make their decisions. Yet, their approval is not mandatory. Click the magnifier icon  to select from the list or start typing the role name to select from autosuggest.

Advanced

NSelect this checkbox to specify a script to execute.
ScriptN

This script is called to determine if any additional approvals to be created.

The script is intended to set the answer variable to a comma-separated list of user IDs to add as approvers.

See an example and clarifications above.

This field appears when the Advanced checkbox is selected.

Consider Non-Mandatory Participants

N

When selected, non-mandatory participants are able to vote in approval tickets.

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