Requirement:
Our process requires to have some users (defined by a multi user picker field) as mandatory approvers and have a second number of users (defined by a second multi user picker field) for only optional approvers.
Intention is, that if a optional approver rejects this rejections counts, only a approval is a notice only decision.
So real meaning of optional approver is, if he/she makes a approbation this should count exactly as a approbation of a mandatory approver. Only when he/she makes no approbation this wan't delay the approval process. But the no approbation is no active decision of the approver, so a abstain is no option.
Scenario by example:
There is a approval stage, for one specific issue, where 3 users must give their approbation because of their role responsibilities but there are also other 4 users that may be effected by the approval.
As it is normal that these 4 users want no react if they are not effected, (abstain is not an option for these as they normally never react to approval request that don't effect them) and this NO reaction should not defer the overall approval process.
Their approbation or rejection should count as normal approbations/rejections when they gave it but when they do not approve/reject this is ignored for the approval process.
The approval stage get approved when it got all replies from the mandatory approvers and it has got the 60% of approbation.
The approval stage get rejected when it got all replies from the mandatory approvers and it has not got the 60% of approbation (so, at least one user has rejected).
How to implement the customer scenario
Step 1 - Create the Approvals
Create two Approval configurations, one for the Mandatory approvers and another for the Optional Approvers:
- Navigate Add-ons → HERZUM APPROVAL → Approvals
- Click the Add Approval button.
- Fill the required information in the Add Approval Configuration form
- Select an user picker custom field that will keep the list of users
- Save
- Repeat the steps above for the second Approval
- The two Approval configurations will show on the Approval Administration screen as follows.
Step 2 - Create the Approval Mapping
- Navigate Add-ons → HERZUM APPROVAL → Approval Mappings
- Click the Add Approval Mapping button.
- Fill the required information Project and Issue type in the Add Approval Mapping form
- Select the Source Status→ Workflow transition → Destination Status that define the Issue's Workflow status where it is expected to require the approval, the Workflow transition to perform on approbation and the Destination Workflow status on approbation respectively.
- Click the Advanced Setting button in order to setup the following setting:
- Automatic workflow transition
- Optional Approvals
- Transition on rejecting
- Minimum Required approbations/rejections unconditioned
Setup Automatic workflow transition Advanced Settings
Check all the three boxes in order to have the Automatic workflow transition on approbation and rejection and expects that everyone has voted before to transition
Setup Optional Approvals Advanced Settings
Drag and drop the Optional Approvals from the list of the Requested Approvals into the Optional Approvals box
Setup Transition on rejecting Advanced Settings
Select the Source Status→ Workflow transition → Destination Status that define the Issue's Workflow status where it is expected to require the approval, the Workflow transition to perform on rejection and the Destination Workflow status on rejection respectively.
Setup Minimum Required approbations/rejections unconditioned Advanced Settings
- Click on the Minimum required Rejections unconditioned tab and setup the Fixed Number to 1
- Click on the Minimum required Approbations unconditioned tab and setup the Fixed Number to 60%
Save and Review the applied setting:
How it works
The following example shows how the applied settings work.
Create a new issue that requires the approval of a set of users kept in the Approvers Mandatory user picker custom field and, optionally, the approval of a second set of users kept in the Approvers Optional user picker custom field.
The pending approvals associated to the selected users display on the approval web panel on the issue:
The issue doesn't transition neither in the Approved or in the Rejected status until All Mandatory Approvers have voted (it happens because of we have set the option Collect All Reply ON) .
The approval stage get approved when it got all replies from the mandatory approvers and it has got the 60% of approbation.
E.g. 2/3 approbations from the Mandatory Approvals are the 66% of the total requested when no Optional approval gets the vote.
The approval stage get rejected when it got all replies from the mandatory approvals, it has not got less then the 60% of approbation and at least one approver has rejected
E.g. On receiving 3/7 (42%) approbations, the approval stage gets rejected.
In this section
Related Documentation
Here you can find some links to our customer documentation relating to the configuration screens and other items described in this page:
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