Submitting a Document or Item for Ad Hoc Approval

When you take certain actions like adding a document to a project, creating an item with a dynamic application, or submitting a timesheet, you may be able to request that the item can be sent to other team members for approval. If an item you submitted is declined, you are notified and can resubmit it for approval. This is known as an "ad hoc" approval.

Whether or not this type of ad hoc approval is available depends on the application type and several other conditions:

• Documents—Ad hoc approvals are always available for documents.
• Timesheets—Ad hoc approvals are only available for timesheets if the Timesheet approval policy is set to "Manual - Timesheet Owner selects approvers when submitting Timesheeet". Options for setting timesheet approval policy are located in Timesheet Properties under the Enterprise Settings area of the Admin Zone.
• Dynamic applications—With dynamic applications, ad hoc approvals are available if no approval policy has been defined, and:
• Either the dynamic application item is created from the Create New Item pop-up, or
• The user has the correct permissions to edit existing items within the dynamic application
  • Right click on the item and select Item Details
  • On the Actions tab, select Edit Item
  • Click the Submit for Approval check-box.

The Approval Submit screen displays for ad hoc approvals when one of the following occurs:

• A document is saved and the Submit for Approval check box is selected.
• A dynamic application item is saved and the Submit for Approval check box is selected. Note: There is no ad hoc approval option when creating a dynamic application item in the Item List.
• A timesheet is submitted and the timesheet approval policy specifies that the timesheet owner can select approvers.

Note: Other items may be automatically sent for approval, based on settings in an approval policy. Approval policies are set up by administrators or project managers. For more information about approvals and approval policies, see Approvals Overview.

TO SUBMIT AN ITEM FOR APPROVAL:

1. In the Select Approvers section:

1. To enable approval routing, select Routing Enabled. When routing is enabled, the item is sent to each approver in the order the approvers appear on the list.
2. If you do not enable routing, choose whether the item should be approved by Any Selected Members, or All Selected Members.

2. Click Browse User Directory to select team members who should approve the item.
   For details on using the directory, see Using the User Selector.
3. If approval routing is enabled, to specify the order in which approvers are sent the item for approval, click a name in the Selected Approvers list, and then click Top, Up, Down, or Bottom to reposition the name in the list. The person at the top of the list receive the item first, the second person will be sent the item second, and so on.
4. Select the Notification Options you want:
5. Notify the next approver in the routing order when it is their turn to approve—The next approver in line is notified when it is their turn to approve the item (this is only an option if routing is enabled).
6. Notify all approvers when request has been submitted—This option sends a notification to all approvers when you create the item or upload the document(s).
7. Notify owner when request has been approved—This option sends a notification to you when the item has been approved by all approvers (if applicable).
8. Notify all approvers when request has been declined—This option sends a notification to all approvers when the item or document has been declined.
9. Notify owner when request has been declined—This options sends you a notification if the document or item is rejected by the approvers.

5. In the Approval Message box, type any comments you want to include with the approval request.
6. Click Save & Close to submit the item for approval, Save & Add Another to add another item, Previous to go back to the previous step, or Cancel to cancel the submission for approval and the item creation.

Use the Approvals application to view the status of items you submitted for approval. For details, see Approvals Overview.

Related Topics:

• Approvals Overview—A general overview of the Notifications application.
• Adding a Document from the Documents Tab—How to add a document from the Documents application.
• Approving an Item—How to approve items in the Approval application.
• Setting an Approval Policy for Dynamic Applications—How to configure an approval policy for a dynamic application.
• Documents Overview—About the Documents application.
• Notifications Overview—About the Notifications application.

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