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To make an approval process more flexible, you can separate the approvers set making their decisions mandatory and non-mandatory.

A mandatory approver can either Approve or Reject the approval task; the non-mandatory approver can either ignore or (optional) Reject a task optionally.

Flexible approvals are configured via User-approval activity workflow activity.

Configuring participants

In general, to configure participants, please specify the approval conditions in the Approval block in your workflow.

For To specify mandatory participants, please fill in the fields below on complete the following steps:

  1. Scroll down to the Mandatory Participants tab of the

Approval

  1. User-approval block properties

:

  1. .

  2. Employees / Groups / Roles (you can fill in one of these fields).
    3. Approved When – define the approval logic:Anyone to approve – any user
  3. Fill in either the Employees, Groups or Roles fields.
  4. Define the approval logic in the Approved When field.
  5. Click Save.

The table below describes the available options for the Approved When field:

Choice optionDescription
Anyone to approveOne of the specified users can approve; the first received approval causes the activity to complete with the result
of 
of Approved.
Everyone to approve
 – all

All the users must approve

; otherwise, the activity will not proceed further.

. If one of the participants rejects the ticket, the approval state changes to Cancelled and the workflow activity completes with the result of Rejected. 

First response from anyone
 – when selected this option, the first response from any user will complete the activity
The first received approval causes the activity to complete with the result of Approved.
Most answers
 – when selected this option, the
The activity will be completed with
the 
the Approved result if
there were received more approvals than rejects
the quantity of approvals is more than the rejection quantity.
Conditions based on script
 – each
Each time a user approves or rejects, the Script
 is
is called to determine if the activity should
complete
be completed.

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If your process requires non-mandatory participants involvement, then, please complete the steps below:

  1. Select the Non-Mandatory Participants checkbox when configuring your Approval User-approval block properties. The Non-mandatory participants tab appears.
  2. Fill in the fields below:
    1. Employees / Groups / Roles (you can fill in one of these fields).
    .
    • You can fill in either the Employees, Groups or Roles fields.
  3. Select To make them able to reject approvals, select the Consider non-mandatory participants checkbox to make participants able to affect the decision and reject approvals.
  4. Click Save.

Participant properties

To make an approver mandatory The participant properties differ slightly for mandatory and non-mandatory participant in a particular process or task (for example, Change Request authorization). 

ParticipantsParticipant properties
Mandatory
participant properties

Their reaction is mandatory to authorize a request. When a mandatory approver receives an approval request, they can:

  1. Approve it.
  2. Reject it
(
  1. providing the rejection reason
)
  1. .
Non-mandatory
participant properties

Their reaction is not mandatory for authorization. When a non-mandatory approver receives an approval request

(

and if they were involved in the process

)

, they can

:
  • Approve.
    • Reject it

    reject it providing the rejection reason.


    Tip

    You can configure your approval rules so that the first reject from the a non-mandatory participant will cancel the approval process. For this, you need to use the specific options listed below in your Approval block:

  • The Non-mandatory participants checkbox is selected.
  • Participants taking part in the approval process are chosen (whether specified employees or user groups or user roles).

    • User-approval block. The table below is an example of how to populate the fields: 

    FieldValue
    Non-mandatory participantstrue
    EmployeesJohn Doe, Jane Doe
    GroupsHR
    Roleshr_manager
    Consider non-mandatory participantstrue

    This combination of checkboxes allows at least one of the non-mandatory participants to reject approval tickets regardless of the approval condition defined in the Approved When field. 

    The Consider non-mandatory participants checkbox s selected.

    Example of business usage

    Approvals flexibility serves well, for example, in business-cases requiring a case-by-case approach, such as Change Enablement Practice.

    When authorizing a change request, mandatory and non-mandatory approvers may can take part in the approval process.

    Both of these types mandatory and non-mandatory approvers can be classified according to the RACI matrix.

    RACI Matrix

    ProcedureProcess Manager (for example, Change Manager)Mandatory approverNon-Mandatory approver
    ApprovalARI, R


    Info

    The process manager is accountable for the whole process, so he is marked they are marked with A in the table.

    Mandatory approvers are responsible for the request implementation, so they are marked with R in the table.

    Non-mandatory approvers generally should be informed but may be responsible for one or more implementation stages, so they are marked with I and R.


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