Set Up an Approver

At least one approver must be configured as a user to be able to be configured as an approver for dimension approval workflows. The user can then be assigned as an individual approver or as a part of an approval group or mySparkrock group.

Approval User Setup page

Users who are responsible for approving requests must be set up on the Approval User Setup page.

Note

Note:
If you have added a user to the User Setup page, this user also appears on the Approval User Setup page.

When sending approval emails, Sparkrock 365 uses the email address that is specified on the mySparkrock User Setup Card page. If the E-Mail field on the mySparkrock User Setup Card page is left blank, the Email field on the Approval User Setup page is used instead for the approval notification emails.

Note

Note:
The Approver ID on the Approval User Setup page, is not used as part of the dimension approval workflows configuration. The Approver ID is only used with the base Business Central approval workflow functionality.

The Delegate action from a role center, other than a Department Manager role center can be used to transfer approval entries from the approver to the substitute that is specified in the Substitute field, on the Approver User Setup page. Each time the Delegate action is chosen, the approval entry moves from Approver ID to Substitute to Approval Administrator.

Sparkrock recommends that you use alternates instead of substitutes so that you can specify other employees that can approve on behalf of the original approver.

Approval administrator

An approval administrator is a user who has rights to unblock approval workflows by delegating approval requests to new substitute approvers and deleting overdue approval requests. This setup is performed on the Approval User Setup page.

Approval administrators can approve a document with the Approve as Administrator action. This action is visible on documents that have the Status of Pending Approval when the administrator opens the document card page. When the Approve as Administrator action is chosen, all approval entries on the Approval Entries page are approved and the Approved as Administrator checkbox is selected. Approved By is populated with the User ID of the approver.

Note

Note:
Administrative approvals can only be performed when the document is opened from a role center other than the Finance Department Manager role center or HR Department Manager role center.

The users who are approval administrators do not need to be part of an approval group.

Note

Note:
The Approval Administrator checkbox on the Approval User Setup page is not used for budget set approvals because budget approvers typically do not approve transaction data.

Direct approvers

If you are using the Finance and Procurement extension, you can set up direct approvers. A direct approver is an individual or an approval group that is linked to a specific mySparkrock user setup. A direct approver must provide their approval of a record that a user creates before the record can be released. Typically, a direct approver is the person to which an employee reports, but can be any other approver that is set up to approve a document for an employee.

To set up a direct approver

  1. Choose Lightbulb that opens the Tell Me feature., enter users, and then choose the related link.

    The Users page opens.

  2. Select the user for which you want to set up a direct approver, and then on the action bar, choose Related > mySparkrock User Setup.

    The mySparkrock User Setup Card page opens.

  3. On the Finance Direct Approvers FastTab, perform the following steps:

    1. In Approver Type, specify the type of approver who must approve records that the user in the User Name field creates.
      The type of approver can be an individual mySparkrock user or an approval group.
    2. In Approver No., depending on what was specified for Approver Type, specify the user ID of the person or approval group who must approve records that the user in the User Name field creates.

To set up an approval user

  1. Choose Lightbulb that opens the Tell Me feature., enter approval user setup, and then choose the related link.

    The Approval User Setup page opens.

  2. On the action bar, choose New.

    A new row appears.

  3. In User ID, specify the user that is to approve records.

  4. In Approver ID, specify the user ID of the person who is to approve records made by the user in the User ID field before the record can be released.

  5. In E-mail, specify the email address for the approval user that is to be used by Sparkrock 365 to notify the user that they have approval requests to review.

  6. To specify that the user is authorized to unblock approval workflows by delegating approval requests to substitute approvals, select the Approval Administrator checkbox.

    In some cases, the approval administrator can have the ability to directly open a document and use the Approve as Administrator action to bypass the approval group and mark the document as approved. If this case occurs, on the specific Approval Entries page, the Approved by Administrator checkbox is selected.

Alternate approvers

In the event that an approver is to be away for a fixed length of time, an alternate approver can be set up to process approval requests during this period. For more information, see Set Up an Alternate Approvers.

See also

Set Up Budgeting and Planning Approvals
Set Up Finance Approvals
Set Up HR Management Approvals

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