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Is it possible to create a tree on the approval maps screen?
Hi Lindsay,
Yes, you can build a tree structure. It will go through the tree from top to bottom and stop at the first place that is true.
Here is an example of what it might look like:
Wouldn't it be more correct to say that the system goes down the tree until it STARTS with a true condition? And after that it continues down the tree until the next true condition, etc., until the end of the tree. And, in doing so, the system creates the one, two, three, or four approval conditions that must be met before the item is approved. And then the system "waits" until all the created approvals are satisfied. I'm new so this isn't the way it works according to any authority, just the way I'm thinking it works.
Thanks for posting.
Mike
Hi
I have a question regarding pending approval notifications for a multi-stage approval process. I'm using workgroups in the approval process and want the pending approval notification to be sent to all the members of the workgroup. I currently have the recipient set to "((Approval.OwnerID.DefContactID.EMail))" in my notification template which will obviously only send to the owner. Hope someone out there has done this before?
Kind Regards - Grant
Hi Grant,
Do you have something set in the Pending Approval Notification column of the APPROVAL tab on the Accounts Payable Preferences (AP101000) screen like this
Hi Tim
My Approval process is for Purchase Orders. But yes, I have something similar for Purchase Orders
My issue is that I want send the approval notification to all users in the workgroup defined (in the Company Tree) in the first approval level and I cannot see how I can accomplish this in the template - perhaps I'm missing something. So the first level approval is for a workgroup as opposed to an individual. I currently have the "To" field set to ((Approval.OwnerID.DefContactID.EMail)). So I'm probably looking for something like Approval.WorkgroupID.Email.
Kind Regards - Grant
@mikelupro - Good point. It would be more correct to say that it works its way through the true conditions until it reaches a true condition that has something in the Workgroup or Assign to columns. Then it stops and assigns it to that Workgroup/Person. Actually, I used to think that it would always stop if the Type is set to Assign and that you had to use a Type of Group if you wanted to create folders of conditions, but I just tested in 17.207.0029 and that doesn't appear to be the case. It treats a Type of Assign the same as a Type of Group if the Workgroup and Assign to columns are empty.
@grant-reid - Ah, now I understand what you mean. I'm not sure if there is a way to grab the email addresses of everyone in a Workgroup on the Company Tree. It seems to me like you have to assign the approval to someone and get the email off of their employee record. But, one workaround to consider would be to create a "dummy" employee in each Workgroup and assign the approval to that "dummy" employee. Then, in the Email field for that "dummy" employee, you could populate all of the email addresses for everyone in the Workgroup. I'm not sure how long the field is, but if you run out of room you could probably extend it with a customization. I did a test by separating the email addresses with semicolons and it seemed to generate the email correctly like this:
Hi Tim
Hard coding all the email addresses in the email template would have worked if there was only one level of approval. In my two step scenario, I required an approval from one of the members of the workgroup for all PO's at the first level. If the value of the PO exceeded a specified threshold, it would require a further approval from a member of senior management, so the notification would need to be sent to an individual who would not be on the first level of approvers. So hard coding the approvers email addresses would be a no so elegant solution, as the second level approver would be spammed and receive all notifications, many of which would not require their approval.
Hope that makes sense 🙂
My solution was to use an email alias for the workgroup of first level approvers, thus ensuring that the notification would be sent to all members of the workgroup.
Kind Regards - Grant
Does your solution then require workflow/approval template changes when employee turnover happens? I've been looking (in AP Bills Approval) to notify a POSITION rather than an employee. So far I've been unable to figure out how to do that. An email alias may be a good idea but I'd like your thoughts on that as I don't know if an Acumatica Employee can have a regular company email address AND a Position alias. MikeLupro@business.com; SchoolOfArts-Level1Approver.com
Hi Mike
My solution is not ideal and is a workaround.
I still use ((Approval.OwnerID.DefContactID.EMail)) for the "To" address in the template. So I don't have to make changes to the template. What I have done is set the Owner's email address as the alias. This ensures that all members of the workgroup receive the notification.
Kind Regards - Grant
I'm pretty sure that my workaround would still work for multi-level approvals. For each approval level, you would assign the appropriate "dummy" employee in the Assign to field on the Assignment and Approval Maps (EP205000) screen.
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