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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, 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
The Approval Administration screen allows you to add, edit, manage advanced settings, delete and review your approval configurations.
The Approval Administration screen looks like as follows:
In details:
Approval Name: It identifies the approval and once it's created it cannot be renamed;
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;
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;
How to create an Approval
To require approvals in an Approval Mapping, you need first to create them.
Here's how to do it:
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;
Here you can fill out one property that users must satisfy to be enabled to Approve/Reject/Abstain.
You can select multiple values for a given property.
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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. |
Overview
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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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The Approval Administration screen allows you to Display, Add, Edit, Delete the Approvals configurations.
For each Approval configuration, the screen displays the following information:
Approval Name: 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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Create an Approval
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Follow the instructions below in order to create a new Approval configuration.
Click Add Approval on the top of the Approval Administration screen and select the type of Approval you would like to create:
choose the option Single Property if your configuration needs a single property
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) Fill the fields showing up on the Add Approval Configuration screen:
Depending on the selected Type, you will the following screen, in both cases the Approval Name, the name identifying the Approval, is required.
If the type is Single Property
If the type is Multiple Property
Approval Configuration screen (Type: Single Property)
The Approval Configuration screen (Type: Single Property) 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.
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The Roles, Groups and Users properties allows you to select multiple values. |
Example
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
To ensure a prompt response time, certain restrictions are enforced on the configuration of multiple property approvals:
Group picker All property cannot be combined with Group picker Any, User picker All, and User picker Any properties.
User picker All property cannot be combined with Group picker Any, Group picker All, and User picker Any properties.
Group picker Any property cannot be combined with Group picker All and User picker All properties.
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
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
On updating this setting, the existing issue requesting this approval are not made consistent automatically. Only newly-created approvals will be consistent.
Displaying Options
The setting allows you to choose the information to display in the Approval Column of the Approval History
By default, the Approval Column display the Approval Name and Approval Detail
Example
Approval Name and detail
Approval Name
Approval Detail
Sequential Approval
This setting allows you to disable the sequential approval for the specific Approval (Sequential Approval is OFF).
Edit an Approval
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You are able to update an existing Approval, including its Name and the applied configurations.
All the filled data can be updated, exception made for the 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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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.
