Customization → Workflow and Approvals → Approval Lists

Approval Lists

The Approval Lists tab is used to create approval lists for workflow transitions and to add users, roles, and groups to approval lists. Approval lists can be ordered (where users on the list must approve workflow transitions in the same order as in the approval list) or unordered (where users on the list can approve workflow transitions simultaneously).

Adding an ordered workflow transition approval list

An unordered workflow transition list allows simultaneous approval by any member of the approval list. Open the Select Users dialog box to add users, groups, and roles to the approval list.

To add an ordered workflow transition approval list
  1. From the application toolbar, click Setup, and then select Configuration.
  2. Select the Workflow and Approvals tab.
  3. Select the Approval Lists tab.
  4. Click New.
  5. Name the approval list.
  6. Select Ordered to require approval of the workflow transition to be made in the order defined in the approval list.
  7. Click Add User to add a single team member to the approval list.
  8. Click Add Group to add all members of a security group to the approval list. Only team members who have permission to the item from which the workflow transition request is being made will be able to approve the workflow transition. Specify how many team members from the security group will be required to approve the workflow transition.
  9. Click Add Role to add all members of a security role to the approval list. Only team members who have permission to the item from which the workflow transition request is being made will be able to approve the workflow transition. Specify how many team members from the security role will be required to approve the workflow transition.
  10. After you have added users, security groups, or security roles to the approval list, click Move Up or Move Down to put each user, security group, or security role in the correct order.
  11. Click Save.

Adding an unordered workflow transition approval list

An ordered workflow transition list requires workflow transition approval to occur in the order listed. Open the Select Users dialog box to add users, groups, and roles to the approval list.

To add an unordered workflow transition approval
  1. From the application toolbar, click Setup, and then select Configuration.
  2. Select the Workflow and Approvals tab.
  3. Select the Approval Lists tab.
  4. Click New.
  5. Name the approval list.
  6. Leave Ordered unselected.
  7. Click Add User to add a single team member to the approval list.
  8. Click Add Group to add all members of a security group to the approval list. Only team members who have permission to the item from which the workflow transition request is being made will be able to approve the workflow transition. Specify how many team members from the security group will be required to approve the workflow transition.
  9. Click Add Role to add all members of a security role to the approval list. Only team members who have permission to the item from which the workflow transition request is being made will be able to approve the workflow transition. Specify how many team members from the security role will be required to approve the workflow transition.
  10. Click Save.

Deleting an approval list

If your organization is not using a workflow transition list, you can delete it.

To delete a workflow transition approval
  1. From the application toolbar, click Setup, and then select Configuration.
  2. Select the Workflow and Approvals tab.
  3. Select the Approval Lists tab.
  4. Select an approval list.
  5. Click Delete. You cannot delete a workflow transition list that is being used by an active workflow transition.

Editing an approval list

To modify the approval list, make your changes and save them.

To edit a workflow transition approval list
  1. From the application toolbar, click Setup, and then select Configuration.
  2. Select the Workflow and Approvals tab.
  3. Select the Approval Lists tab.
  4. Select an approval list.
  5. Make your changes.
  6. Click Save.

Viewing an approval list

Workflow transition approval lists can be viewed from the Approval Lists tab in the Workflow and Approvals tab.

To view a workflow transition approval
  1. From the application toolbar, click Setup, and then select Configuration.
  2. Select the Workflow and Approvals tab.
  3. Select the Approval Lists tab.
  4. Select an approval list to view its properties.

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