General Tab of Approvals Configuration Form

Use this tab to enter basic configuration information for an approval workflow.

Contents

Identify Approvals Section

Field	Description
Application	Use the drop-down list in this field to select the application for which the approval workflow applies. Options are: Options Application Item Requests Inventory Purchase Orders Purchase Requisitions Request for Price Quote Purchase Order Change Order Purchase Order Releases Purchasing AP Invoice Approvals Accounting Absence Requests Time & Expense General Ledger budget approvals General Ledger Budgets After you save a workflow, you cannot change its application. If you need to change the application, you must create a new approval workflow.
Approval Name	Enter a name for the approval workflow. Approval workflow names must be unique.

Options Section

Field	Description
Status	Use the drop-down list in this field to select the status of an approval workflow. Options are: Active — You can use the approval workflow for an application. Inactive — You cannot use the approval workflow for an application. It remains in Vision, and you can make it active again if needed. You can make an approval workflow inactive only if it is not specified as the approval workflow currently being used for an application. Approval workflows are specified to be used for an application: on the General and Inventory tabs in Configuration > Purchasing & Inventory > Company Settings, on the Accounts Payable tab in Configuration > Accounting > Company AP, on the Benefit Accrual Setup tab in Configuration > Accounting > Time Analysis, and on the General tab in Configuration > Accounting > Company Settings.
Default Due Date (Number of Days After Creation Date)	Enter the default number of days to use for calculating the due date for an approval workflow. The due date is the date by which everyone who is involved in the approval process must complete their step and the record is approved. Enter the number of days after which a purchasing or inventory record is submitted for approval (the start of the approval process) that the whole approval process must be completed or else it is considered past due. When it is past due and not approved, any scheduled alerts that are configured for it will be sent.
Project Routing Basis	This displays on the form only if you use more than one WBS (work breakdown structure) level. It is not enabled and does not apply when you select Absence Requests or General Ledger Budget in the Application field. Purchasing items can have a cost distribution project assigned to them. You may want to assign the project manager who is associated with a specific WBS level of the cost distribution project as the approver in an approval workflow step. This setting helps Vision determine who the project manager is at a specific WBS level of the cost distribution project. Select the level of the cost distribution project that is assigned to a Purchasing record that you want Vision to look at to determine who the project manager is for approval workflow purposes. Options are: Top Level — This is the WBS1 (project) level of the cost distribution project. Chargeable Level — This is the WBS1 (project), WBS2 (phase), or WBS3 (task) level of the cost distribution project, depending on which WBS level is the lowest level being charged.
Approval Administrator	Use the Employee lookup in this field to select one employee to have administrator responsibilities for the approval workflow. The administrator can: Edit workflow steps when there are in-progress approvals. Reassign employees to an approval step when there are approval workflow failures. These failures occur whenever an approval assignment cannot be made to the employee (role) who is specified for an approval step. The approval administrator must: Be specified as an approver of a step to take approval action for an approval workflow step. Alternatively, an approval administrator can reassign an approval step to themselves, so that he or she can approve a record for a step. Have security access to the application that they are administering and have access to the Approval Workflows Configuration. If you have multiple companies in Vision: You can enter an employee from any company in this field. The Employee lookup in this field includes employees from all your companies.
Allow Approvers to Reassign	Select this check box to give approvers the ability to assign an additional employee to the current approval step for a specific record or move the approval assignment from one approver to another employee. You access the Reassign option by clicking the Approvals option on the toolbar of the application's entry form (for example on the Purchase Requisition form toolbar). On the Change Assignment dialog box that opens when you click Reassign, you can take one of the following actions: Add an additional employee to the approval step assignment. Move the assignment from any employee who is currently assigned to the approval step (including yourself) to another employee. The newly assigned employee has the same abilities as the other approvers for the approval step.
Allow Employees to Reopen Closed Approval Records	Select this check box to give an employee the ability to reopen closed budget approval records. This is usually done when approved budgets need to be revised to reflect new revenue projections. Use the Employee lookup in this field to select one employee, for example, the Chief Financial Officer, to have this ability. When a budget is reopened and modified, it overwrites the previously approved budget. If you want to keep copies of the original approved budget, you can create a copy of the budget, assign it a new name, and have it go through the approval process.
Use Process Server when Number of Approval Records Exceeds	Select this check box when you want to set a limit for the number of records that are run without the process server. If the number of records exceed the number that is entered in the text box, the process server is used to approve or reject the records. If your organization uses the Multicompany feature, the General Ledger group may include budgets from different companies that may have distinct limits for when it starts using the process server. In such cases, Vision uses the limit set for the workflow for all the records for that organization.