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All administrative functions of Herzum Approval require you to be a user with the Jira Cloud System Administrators global permission.

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Need support?

We would love to help.

✉ Submit a support request

Info

This configuration is for company-managed projects.

If you want to configure conditional rules for team-managed projects, check out this documentation instead.

In this section

Table of Contents

Add Mapping
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Follow the steps below to create new Approval Mappings per selected Project and Issue Type

  1. Click Add Approval Mapping to create new Approval Mappings

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  1. Fill the field Project and click Next

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  1. Fill the field Issue Type and click Next

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  1. Select a workflow transition and click Next

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  1. Select the Available Approvals and click Next

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  1. .

Approval mappings are limited to 20 approvals to maintain optimal loading speed and application performance. It is crucial to understand that setting up various approvals using both "Group picker all" and "User picker all" properties within the same mapping is not supported.

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Having more than 6 approvals can potentially cause delays in loading the issue panel.

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  1. Check that the approval mapping configuration is correct in the summary, and click Save if all is correct

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Advanced Settings
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Automatic Workflow transition
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The Setup Automatic workflow transition allows you to enable:

  • the Automatic transitioning of the issue based on received approbations (by default All approbations)

  • the Automatic transitioning of the issue based on received rejections (by default All rejections)

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Automatic Approval Request Notification via email
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The Setup Automatic Approval Request notification screen allows to notify approvers automatically via email of a new pending approval request.

The notification is sent once when the issue moves in the selected Source Workflow Status. 

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If the approval mapping includes the sequential approval option, email notifications will be triggered for each approval when the approval buttons are enabled.

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For JSM projects, automatic approval request notifications can be triggered from the customer portal when the Approval Status shows on Customer Portal option is enabled in the approval mapping and the ticket is opened.

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Require Approval Comment
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requireApprovalComment

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The Setup Require Approval Comment screen allows to require that the approver inserts an approval comment to justify the approval decision.

This setting is effective for approval responses provided via email and via issue web panel.

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Sequential approval
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Select Sequential Approval in order to enable the sequential approval.

It causes that the approval decision must be submitted in the order established on the requested approvals column.

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You can choose to submit for approval the subsequent approval independently by the response gets on the preceding approval or only case of it gets an approbation (Default).

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Optional approvals
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Select Optional Approvals in order to choose the Optional Approvals.

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The Optional Approvals consist of particular Approvals that case of they don't get the vote, the Approval is not considered but if they get the vote, their vote is considered same than other to evaluate the result of the approval stage.

By Default All approvals are considered  Mandatory.

If an issue requires at least one Optional Approval, the app behaves as described below:

  • When no ‘minimum required approbations/rejection (conditioned and unconditioned)’ exists

    • the app allows the transition only when All Requested Approvals (with the exclusion of Optional Approvals replies) have been approved/rejected

  • When any ‘minimum required approbations/rejection (conditioned and unconditioned)’ exists, the app evaluates the available settings as follows: 

    • All,the app allows the transition only when All Approvals (with the exclusion of Optional Approvals that have not gotten any reply) have been approved/rejected

    • Fixed Number, the app allows the transition only when the number of approvals has been reached (it includes either the optional and the mandatory approvals)

    • Percentage, the app allows the transition only when the percentage of approbations allowing to transition has been reached ( the percentage is evaluated counting the mandatory approvals and the optional approvals having replied).

(info) E.g. Case of it's requested the 50% of approbations to transition, If the evaluation of the formula Count(approbations)/[Count(Requested Approvals)- Count (Optional Approvals) + Count (Replied Optional Approvals)] is >= 50%,  the transition is unlocked.

Condition enabling/disabling the approvals
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conditionApprovalMapping

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Select Condition enabling/disabling the approvals in order to enable the approvals when the Conditional Rule, evaluated on the issue, returns true.

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Abstain
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abstainApprovalMapping

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Select Abstain in order to enable or disable the Abstain option for the specific Mapping.

On enabling this option you allow to approvers to abstain from taking the approval decision.

An abstention is evaluated as an agreement to the decision taken by the votes of all the other approvers.

This setting overrides the Abstain Global setting.

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Super Approvers
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Select Super Approvers in order to Setup expressions identifying the Super Approvers.

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Transition on rejecting
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Select Transition on rejecting in order to select the transition to perform on rejecting.

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⚠ In order to transition the issue on the selected Transition on Rejecting you must enable the Automatic Workflow Transition on rejection.

E-Mail Templates
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Select the E-Mail Templates option in order to choose the email templates to apply when notifying the Approval Request and an Approval Reply emails.

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Approval Reply Notification Scheme
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Select the Approval Reply Notification Scheme option in order to choose the Approval Reply Notification Schema to apply when notifying the Approval Reply emails.

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Minimum Required approbations/rejections
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You can setup the Minimum Required approbations and rejections conditioned or unconditioned rules to specify if the approval step can be considered approved or rejected based on subset

of 

of stakeholders reply.

Navigate on Minimum Required approbations and rejections page for further information and examples regarding this setting.

Advanced Settings

Update Issue Assignee
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The Setup Automatic workflow transition allows you to enable:

  • the Automatic transitioning of the issue based on received approbations (by default All approbations)

    • the Automatic transitioning of the issue based on received rejections (by default All rejections)

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    This option allows you to update the issue assignee when the approval mapping configured has only one approval and the selected approval property is a userpicker.

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    Approval Status shows on Customer Portal
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    This setting allows to enable the approval status view on the Customer Portal.

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    Example

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    If there are no active approval mappings on the issue or if this feature is disabled, the following message is displayed on the portal.

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    Approval Buttons show on Customer Portal
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    This setting allows to enable the approval buttons on the Customer Portal++

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    Example

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    Select approval groups based on conditional rules
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    This configuration allows you to group approvals based on conditional rules, for example, if you have approvals A, B and C, and you have conditional rules 1 and 2, if you select conditional rule 1 and configure approvals A and B within it, approvals A and B will be displayed only when rule 1 is fulfilled. In the case of conditional rule 2, it will only show the approval C when the conditional rule is fulfilled. In case you do not configure any approval within a conditional rule it will be shown normally. The maximum number of conditional rules allowed per approval mapping is 20.

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    Notify approval via comment
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    The Setup Notify approval via comment screen allows to enable the approval reply via comment, so that the app processes added comments in order to trigger the approval action, when the comment is a valid response.

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    Example

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