Setting an Approval Policy for Dynamic Applications

Project managers and other team members with administrative permissions can create an approval policy for dynamic applications in workspaces. (Approval policies for Timesheets and Project Requests are defined by PPM administrators. For more information, see Configuring an Automatic Timesheet Approval Policy and Creating a Project Request Approval Policy.)

An approval policy determines whether new items created in a dynamic application require approval, and if so, how the items are routed for the approval. You can configure a policy that does not require approval (the default), one that specifies items should be approved by any specific users, or by users with specific roles.

If you do not configure an application-wide approval policy, users have the option to request an ad hoc approval from other team members when adding an item. For more information, see Submitting an Item for Ad Hoc Approval. (Note: There is no ad hoc approval option when creating items from the Item List.)

TO Configure A POLICY that does not require any approval:

1. Navigate to the workspace with the dynamic application for which you want to create an approval policy.
2. Click the Gear Menu and Manage Applications.
   The Manage Applications page opens.
3. Right-click the dynamic application, and click Set Approval Policy.
   The Set Approval Policy screen displays.
4. Select No Approvals Required.
   When a new item is created in the dynamic application, no approval is required. Note: Team members will still be able to submit the item for ad hoc approval by explicitly selecting approvers when the item is created. (Ad hoc approval is not an option when creating items in the Item List.)
   

4. Click Save to set the approval policy.

TO CREATE A POLICY that requires approval based on user:

1. Navigate to the workspace with the dynamic application for which you want to create an approval policy.
2. Click the Gear Menu and Manage Applications.
   The Manage Applications page opens.
3. Right-click the dynamic application, and click Set Approval Policy.
   The Set Approval Policy screen displays.
4. Select Approval by User.
5. Select approvers from the User Directory list:

1. Select the name of a member to add as an item approver.
2. Click Add to add the selected member to the selected approvers list.
3. Repeat this process for all the users you want to add as approvers.

5. To specify an order that the approvers should receive the items for approval:

1. Select the name of an approver in the selected approvers list and click the Up, Down, Top, or Bottom to move the approver in the list.
2. Select Routing Enabled.
3. The items are sent to the approvers in the order they appear in the Selected Approvers list.

6. If routing is not enabled, select whether the items can be approved by any or must be approved by all selected members:

1. To specify that the items can be approved by any of the selected approvers, click Approval by Any Selected Member.
2. To specify that the items must be approved by all of the selected approvers, click Approval by All Selected Members.

7. Select Notification Options:
8. Notify the next approver in the routing order when it is their turn to approve - Each approver is notified when it is their turn to approve the item. This option is valid only if routing is enabled.
9. Notify all approvers when request is submitted - All approvers are notified when an item is submitted for approval.
10. Notify owner when request has been approved - The owner of the item (the person who created the item) is notified when all necessary approvers have approved the item.
11. Notify all approvers when request has been declined - All approvers are notified if the item is declined.
12. Notify owner when request has been declined - The owner of the item (the person who created it) is notified if the approval has been declined.
8. Click Save .

TO CREATE A POLICY that requires approval based on a Role:

1. Navigate to the workspace with the dynamic application for which you want to create an approval policy.
2. Click the Gear Menu and Manage Applications.
   The Manage Applications page opens.
3. Right-click the dynamic application, and click Set Approval Policy.
   The Set Approval Policy screen displays.
4. Select Approval by Role.
5. Select the role or roles you want to include in the policy. Any project member whose role is selected will be included as an approver.
6. Select whether the policy requires an approval from any of the team members, or all the team members of the selected role(s):

1. If an item can be approved by any one of the team members of the selected role(s), choose Approval by Any user with the selected role.
2. If an item must be approved by all the team members of the selected role(s), choose Approval by All users with selected role.

6. Click Save to set the approval policy.

Related Topics:

• About the Approvals Tab—Using the Approvals tab.
• Approvals Overview—A general overview of the Approvals application.
• Approving an Item—How to approve items in the Approvals application.
• Managing Workspace Applications—How to manage workspace applications as a project manager.
• Submitting an Item for Ad Hoc Approval—How to submit an item for approval when no policy has been set.

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