Approval Policies are playing an important role in some of the processes in the Asset Insider Solution.
Where to find the Approval Policies?
To reach the Approval Policies tab, the user needs to switch the Menu to Settings mode on the bottom of the Side Menu.
The Approval Policies tab is on the top of the Side Menu in the General section.
How to Create New Approval Policy
To create a new approval policy, click on the “+ New” button on the Ribbon.
Policy Details Section
- Process - the user has few different options to choose from. Purchasing, Transferring, Inventorying, and Disposal.
For example, if the user chooses Purchasing, the approval policy option will be visible in the Business Process Flow when purchasing. The same is for transferring. The process won’t be finished until the approver give him/her approval or rejection.
- Policy type
- Purchasing – Receiving Location
- Transferring – choose from Shipping Location or Receiving Location
- Inventorying – Inventory Location
- Disposal – Disposal Location
For more information, read the examples below.
- Policy Apply – The Approval policy could be created globally or locally.
- Globally – Applies for all locations on a global level
- Locally – Applies only for a selected location
If the user chooses Globally this means that the policy will be applied on a globally level, however the locally option will be applied only for selected location and will always override the globally option.
Approval Details
- Approval Type – there are two available options on the approval type
- Everyone must approve – All approvers are given two options: Approve or Reject. A response is needed from each approver before the approval flow is completed. Rejection by any approver cancels the request.
- First to respond – Assigned approvers are given two options: Approve or Reject. Approval or rejection by any approver completes the request.
- Primary Contact Approve – a yes/no toggle. To be approved from the primary contact of the location that the approval policy is applied on.
Approvers – List with emails to whom the approval form will be send for approval or rejection.
Once the Approval policy is created it is with status active. If the user wants to switch it to inactive – click on the button deactivate on the top ribbon:
Once it is chosen the approval policy status is set to inactive and it is not applied on the process anymore.
It could be activated again by clicking on the button Activate.
The process could be approved or rejected in three different ways:
- Outlook
- Teams
- Power Automate
Examples of the Approval Policies
- Purchase Orders
Example of active Approval Policy for Purchase Orders:
Select the Send for Approval field. After this action the approval form will be send to the responsible users.
The approval status will be changed after the approval/rejection:
- Transfer Order
Example of active Approval Policy for Transfer Orders:
When the user creates Approval Policy for transfer orders, he/she must keep in mind that in transfer order there are two available options for the approval policy: to be applied on the receiving location or to be applied on the shipping location. The local field gives us the option to choose only one location. If we choose globally, it will be applied on all locations.
If we create a transfer order with Location To “alpha solar park 01” which is shown on the example above, we won’t have the stage with the approval process.
In other hand if we create a transfer order with Location From “alpha solar park 01”, we will have the approval stage.
The approval policy will be applied on the location that we have selected.
After the approval/rejection the transfer order could be finished.
- Inventory
Example of active Approval Policy for Inventory:
The approval policy will be applied on the location only. The stage for the approval will be before completing the Inventory as it is shown in the picture below:
The approval/rejection is the same as the other processes.
- Disposals
Example of active Approval Policy for Disposals:
The approval policy for Disposals could be global or local. The example below is with the global option, which means that the approval policy will be applied on all locations.
Once the disposal is created and saved the approval policy will be applied on the disposal.
By clicking on the field Send for Approval, the approval form will be sent to the users which are responsible for the approval/rejection.
After the approval/rejection the disposal will be finished.
If the user chooses the option cancel before send for approval – the asset will be back and with reset status Free.