Setting Up Approval Settings

Approval settings determine how many approvers are required for authorization changes. There are four types of approval setups:

Company Groups
Permission Set Groups
Organization Roles
Authorization Requests

As an example, you can set up two approvers for organization roles and one approver for the other types. This means that any authorization request involving organization roles will require approval from two users, while other requests will only need one approver.

When approval is enabled, any change in authorizations will require an approval request before being processed.

Assigning Approval Permissions to Users

To assign approval permissions, the user must have access to the Authorization Box. There are five types of approval permissions:

Assign Authorizations
Revoke Authorizations
Create or Change Organization Role
Create or Change Permission Set Group
Create or Change Company Group

Each approver will only see requests related to their assigned permission type. For example:

Approver 1 can grant authorizations.
Approver 2 can revoke authorizations.
Approver 3 can approve both granting and revoking authorizations as well as changes to organization roles.

When an authorization request is submitted, it is routed to the relevant approvers for processing.

Managing Authorization Requests

For example, if you want to remove a permission set from an organization role, the system will generate an approval request. The request must be sent and reviewed before the change is applied.

Approver 3 will receive the notification and must approve the request before it is processed.
Authorization requests, such as adding or removing organization roles from users, also require approval.
If a user submits a request for removal, certain approvers may not receive a notification if they do not have the necessary permissions.

Users can review requests by clicking on the link in the notification or by navigating to the Requests for Approval menu.

Assigning Approval Groups

Approval groups allow you to assign specific approvers to particular organization roles. For example:

Create the "Management" approval group to require two approvers
Assign approvers 2 and 3 to this group
Place the CEO organization role in this group

Only the assigned approvers of a specific group will be able to review authorization requests related to that organization role.

Overriding Approval Defaults

By default, the number of approvers required is defined in the General Setup. However, approval groups can override this setting:

If an organization role has an assigned approval group, it follows the group’s settings rather than the general setup.
The number of approvers for an organization role can only be changed when it is removed from the approval group.
You can also manually change the number of approvers required for a specific organization role.

If an approval request is rejected, the rejection must be processed before submitting a new request for the same action.

Conclusion

By following these steps, you can effectively manage approval settings and organize approval groups to maintain a streamlined authorization process within your organization.

For more detailed information, visit our wiki at wiki.2-controlware.com for frequently asked questions and additional guidance.

For more information, you can see the video below.

Thanks for reading, and see you next time!