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Info
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You must have the Jira System Administrators global permission before you can carry out the instructions on this page.

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Before you can setup the Project and the Issue Types that involve approval steps, you must set up the users who are involved in approval processes.

The Approval Administration screen allows to assign Approvals to Project Roles, Groups, Users, Group Picker Field, User Picker Field, Issue Reporter, Assignee and Project lead.

You can reuse an Approvals across different Approval Mappings. 

You can define complex configurations concatenating multiple properties.

Furthermore, you can exclude users (E.g. Require approval of users in the group Quality Assurance with the exclusion of the reporter).

Overview
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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

Overview

Info

This configuration is for company-managed projects.

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

The Approval Administration screen allows you to manage your Approvals configurations.

An Approval configuration establishes the users having the authority to Approve or Reject an item.

The Approvals can be used on multiple Approval Mappings in order to establish, for a given Project, Issue Type or for a Single issue, Status and Workflow transition, the users demanded to express their approval response on the concerned step.

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Approval Administration Screen
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approvalAdministrationScreen

The Approval Administration screen allows you to

add

Display,

edit

Add,

manage advanced settings, delete and review your approval In details

Edit, Delete the Approvals configurations.

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The Approval Administration screen looks like as follows:

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When moving the mouse upon an approval name, a window, explicating the applied settings, shows up.

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For each Approval configuration, the screen displays the following information:

  • Approval Name:

It identifies the approval and once it's created it cannot be renamed;
  • Operator: It's populated only case of Approval type Multiple Property and it explains which is the relationship between the properties you chose;
  • Roles: It shows which project roles have been selected;
  • Groups: It shows which groups have been selected;
  • User: It's which users have been selected;
  • Group Picker: It shows which group picker(single or multiple) custom field has been selected;
  • User Picker: It shows which user picker(single or multiple) custom field has been selected;
  • Reporter: If the reporter has been selected, the flag will show;
  • Assigne: If the assignee has been selected, the flag will show;

  • Project Lead: If the project lead has been selected, the flag will show;

    The ! icon appears case of the property identifying users that cannot Approve/Reject also if they satisfy the properties enabling them.

    This option is available only case of Approval type Multiple Property.

    • How to create an Approval

    To require approvals in an Approval Mapping, you need first to create them.

    Here's how to do it:

    • show the approval. It must be unique. It can be renamed

    • Can Approve or Reject: shows the properties identifying the users enabled to take the approval decision.

    • Excluded: shows the properties identifying the users to exclude from the users, enables to take the approval decision

    • Other Settings: shows additional advanced settings, establishing some rules to process the approval and to display it

    • Assigned Mappings: reports the number of Mappings using the Approval

    • Assigned Issues: reports the number of Issues/Status/Transition on Approbation using the Approval

    Actions
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    actionsApproval

    Create an Approval
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    createApproval

    Follow the instructions below in order to create a new Approval configuration.

    Click Add Approval on the top of the Approval Administration

     

    screen

    Fill the fields showing up on the Add Approval Configuration screen:
  • Approval Name (Required), the name identifying the Approval;
  • Description (Optional), it's the description;
    • Type (Mandatory)choose the option Single Property 

    and select the type of Approval you would like to create:

    • choose the option Single Property if your configuration needs a single property

    (E.g. Can approve users that belongs to the selected Project Roles)

    • choose the option

     

    • Multiple Property

     

    • if your configuration needs multiple properties at the same time (Project Roles, Groups, Users, Group Picker Field, User Picker Field, Issue Reporter, Assignee and Project

    lead)Image RemovedDepending by

    • Lead) Fill the fields showing up on the Add Approval Configuration screen:

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    Depending on the selected Type, you will

    display one of the following screens:

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    You can select multiple values for a given property.

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    Advanced

    the following screen, in both cases the Approval Name, the name identifying the Approval, is required.

    • If the type is Single Property

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    • If the type is Multiple Property

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    Approval Configuration screen (Type: Single Property)

    Here you can fill out one property that users must satisfy to be enabled to Approve/Reject/Abstain.

    The Approval Configuration screen (Type:

    Multiple

    Single Property)

    Here you can fill out multiple properties that users must satisfy to be enabled to Approve/Reject/Abstain. 

    The screen provides two tabs:

    • Properties identifying who can approve

    • Properties identifying who cannot approve

    (info) Have a look at this link to see an example: How Approvals Multiple Property appears on the issue.

    Properties identifying who can approve

    Here you can fill out the properties that the users must satisfy to enable them to Approve/Reject /Abstain.

    Additionally, you have to specify if the users enabled to Approve/Reject/Abstain must satisfy all the selected properties or at least one of them

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    E.g. If you have selected a project role, a group and the reporter, flagging the first option it means that any user that belongs to anyone of those properties selected may approve/reject.

    If, instead, you flag the second option the approver can be only an user (or more) that belong at the same time to all the properties selected.

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    (info) The arrows on the right allows you to expand/collapse the multi-select box for a better view of the available values.

    Properties identifying who cannot approve

    Here you can fill out the properties that users must not meet in order to be enabled to Approve/Reject/Abstain.

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    (info) If you apply a property to approve, the same property will be unavailable into reject tab and vice-versa.

    Manage Approval Advanced Settings

    Click the cog symbol on the right of the screen and select one of the following advanced settings:

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    Condition Approval Disabling

    This optional setting allows to enable the Approval only if the associated conditional rule, evaluated on the specific issue, returns true. 

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    (info) If None condition is selected the Approval will be enabled always.

    (info) This setting is not able to make consistent existing issue requesting already this approval. 

    screen allows you to choose one property that enables the users satisfying the property to Approve and Reject

    The available properties are:

    • Roles: Any user belonging to the selected project roles may approve and reject.

    • Groups: Any user belonging to the selected groups may approve and reject.

    • Users: Any selected user may approve and reject.

    • Group Picker Any: Approvals will be requested from users within the selected group in the Group picker field. Any user, regardless of their group affiliation, has the authority to approve or reject the request.

    • Group Picker All: Distinct approvals will be requested from users within the selected groups in the Group picker field. Any user of each selected. group, has the authority to approve or reject the request.

    • User Picker All: Distinct approvals will be requested to all users selected via the User Picker custom field.

    • User Picker Any: Any user selected via the User Picker custom field may approve and reject.

    • Reporter: Reporter of the issue may approve and reject.

    • Assignee: Assignee of the issue may approve and reject.

    • Project Lead: The configured project lead on the project may approve and reject.

    Info

    The Roles, Groups and Users properties allows you to select multiple values.

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    Example

    Screenshot 2024-07-01 154652.pngImage Added

    Approval Configuration screen (Type: Multiple Property)

    The Approval Configuration screen (Type: Multiple Property) allows you to setup multiple properties that the user must satisfy in order to be allowed to Approve and Reject.

    The Properties can be set to establish who can approve and users to exclude

    Notice that if a property is used to establish who can approve, the property will be no more available for usage into the properties available to set  who cannot approve and vice-versa.

    The Properties can be used to allow the approbation from an user that satisfies All Properties or to allow the approbation from an user that satisfies  at least One Property.

    Example

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    To ensure a prompt response time, certain restrictions are enforced on the configuration of multiple property approvals:

    1. Group picker All property cannot be combined with Group picker Any, User picker All, and User picker Any properties.

    2. User picker All property cannot be combined with Group picker Any, Group picker All, and User picker Any properties.

    3. Group picker Any property cannot be combined with Group picker All and User picker All properties.

    4. User picker Any property cannot be combined with Group picker All and User picker All properties.

    Approval Advanced Settings

    You are able to setup additional settings that establish some rules to process the approval and to display it

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    Enable Conditional Approval

    This setting allows you to enable the approval when the selected Conditional Rule, evaluated for an issue, return true.

    If you do not select a Conditional rule, the Approval will be enabled

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    (info) On updating this setting, the existing issue requesting this approval are not made consistent automatically. Only newly-created approvals will be consistent.

    Displaying Options

    This optional

    The setting allows

    to choose

    you to choose the information

    that you want

    to display in the Approval Column of

    the 

    the Approval History

    tab.

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    (info)

     By

    By default, the Approval

    Column displays the the Approval Name and Approval Detail:
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    Column display the Approval Name and Approval Detail

    Example

    Approval Name and detail

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    Approval Name

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    Approval Detail

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    Sequential Approval

    Disabling

    This

    optional

    setting allows you to disable

    the 

    the sequential approval for the specific Approval

    so that if an Approval Mapping requires the Sequential Approval, this specific approval can be approved in any order.  

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    (info) This setting is not able to make consistent existing issue requesting already this approval. Only newly-created approvals will be consistent

    Sequential Approvals

    This optional setting allows you to establish the approval sequence on the selected users case of an Approval based an user-picker custom field.

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    (info) This setting can be managed on the Approvals associated to an User Picker Field All property and is hidden case of Approvals not associated to an User Picker Field All property.

    (info) If the selected User Picker Field includes any user not included in the Sequential Users Picker list, the user will be sequence independent.

    (info) This setting is not able to make consistent existing issue requesting already this approval. Only newly-created approvals will be consistent.

    Editing an Approval

    (Sequential Approval is OFF).

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    Edit an Approval
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    You are able to update an existing

    approval

    Approval, including its Name and the applied

    configuration

    configurations.

    All the filled

    fields

    The applied changes will  apply contextually on any issue expecting the modified Approval.

    Deleting an Approval

    When deleting an approval not yet associated to any Approval Mapping or Single Issue Approval Configuration, the application doesn't ask to confirm.

    If in any configuration requiring the Approval exists, the application asks to confirm.

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    The applied changes will  apply contextually on any issue expecting the Approval.

    data can be updated, exception made for the

     Category.

    Type.

    In other terms, an Approval type Single Property cannot be turned into an approval type Multiple Property and also the contrary is not permitted.

    Delete an Approval
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    deleteApproval

    On deleting an Approval configuration, the applied changes are immediately made consistent on the Approval Mappings and Single Issue Approval configuration that required the Approval. This change is irreversible. 

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