Overview

To access the Approval Administration screen open the Project settings > Apps > Herzum approval > Approvals. This configuration allows you to manage your Approvals configurations.

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

Approvals can be used on multiple approval mappings or single issues within the same team-managed project to establish issue type, status, and workflow transition. Users are required to provide their approval response at the relevant step.

Approval Administration Screen

The Approval Administration screen allows you to Display, Add, Edit, Delete the Approvals configurations.

Open

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

Create an Approval

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:

Open

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. The roles that belong to team-managed projects are followed by the project key.

• 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.

Example

Approval Configuration screen (Type: Multiple Property)

The Approval Configuration screen (Type: Multiple Property) allows you to set up 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 a user that satisfies All Properties or to allow the approbation from a 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:

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 can set up 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, returns true.

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

On updating this setting, the existing issues 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 displays 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).

Email Templates

The E-Mail Template for Approval setting allows administrators to configure a specific email template for request and reply notifications for an approval. This configuration overrides the email template specified in the approval mapping.

Choose the email template from the available options configured in the Herzum Approval Email templates.

Edit an Approval

You are able to update an existing Approval, including its Name and the applied configurations.

All the entered data can be updated, except for the Type: approval type Single Properties cannot be converted to Multiple Properties, and vice versa.

Delete an Approval

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.