An approval structure provides a form of governance to a contract in order to ensure that only the appropriate Users are able to communicate certain events.
When an event is progressing through an approvals process, it will appear in the internal alerts register. You may wish to view our help article on this register also, here.
This article will describe the three types of approval structures, how they function and how to set them up as a Superuser.
Certain actions may be unavailable if you do not have the appropriate role and/or thresholds. Please contact your Superuser if this is the case.
Video content is available within each section below.
This is the most basic approval structure with only one stage. Only one User is required to be assigned the role of Alerted Manager, however, it is possible to nominate multiple Users if required.
- When a User (who does not have the sufficient role or thresholds) tries to communicate an event, they will be presented with the option to Alert Manager instead.
- Selecting this will send an email alert to the nominated Alerted Manager(s) notifying them that an event requires their attention. This draft event will also appear in the internal alerts register.
- The alerted manager can then log in to CEMAR and send the communication themselves if they are happy with it.
Set-Up (Superusers only)
Start by navigating to the relevant contract within the admin panel and once the contract is open, select the Approvals tab on the left-hand side.
- Next, select the Setup / Edit Approvals button. This will give you the option of setting up approvals for either Party (each Party can have a different approval structure with different users).
- The next window will contain the 3 types of approval structure, select Alerts Only.
- You will then be able to select the nominated alerted managers by ticking the boxes next to their names:
- Once finished, select the green flag icon in the top right-hand corner and the approval setup will be complete and implemented.
This approval structure introduces an additional stage to the approvals process, creating a role for Approvers (Named and Delegate) which is beyond that of the Alerted Managers.
Only one Named Approver can be selected but multiple Approver Delegates and Alerted Managers may be selected. Both Named and Delegate Approvers can approve an event, the idea is that the Approver Delegates can step in if the Named Approver is busy e.g. on annual leave.
This structure also allows you to nominate specific communication types that require this level of approval. Any communication types not nominated will simply be governed by roles and thresholds (see the alerts only process above).
- When a User (who is not listed on the approvals structure, i.e. not an Alerted Manager or Approver) tries to communicate an event, they will be presented with the option to Alert Manager instead.
- Selecting this will send an email alert to the nominated Alerted Manager(s), alerting them that an event requires their attention - as with the alerts only process.
- This approval structure divides the internal alerts register into three sections, one for each stage of the process. When 'Alert Manager' is selected, the draft event will appear within the Team to Manager menu.
- The alerted manager can then log in to CEMAR, enter the event and if they are happy, then they can choose to Seek Approval by selecting the Send / Progress button.
- This will send an email alert to all of the nominated Approvers (named and delegate) and will also appear in the 'Manager to Approver' section of the internal alerts register.
- Any approver can then enter the event and give their approval by selecting Send Progress, followed by Perform Action. Note that approval is only required from one Approver.
- The Approver will then be presented with the following options;
Approve and Send Communication - this will approve and communicate the event.
Approve without Sending Communication - selecting this will send an email alert to the nominated alerted managers, notifying them that the event is ready to be sent (this will also appear in the 'Approver to Manager' menu of the internal alerts register). Although, any User (role and thresholds dependant) will now be able to communicate the event, as approval has been given.
Request More Information - selecting this will also send an email alert to the Alerted Managers notifying them that this draft event requires their attention again. As the event has not been approved, it is not ready to be sent. The Alerted Manager may make the required amendments and use the 'Send / Progress' button to 'Seek Approval' again, moving the event back to the 'Manager to Approver' menu.
Set-up (Superusers only)
- Start by navigating to the relevant contract within the admin panel and once the contract is open, select the Approvals menu on the left-hand side.
- Next, select the Setup / Edit Approvals button and choose which Party to set up approvals for. Select Global Approvals.
- Here, you may nominate one Named Approver and multiple Approver Delegates and Alerted Managers.
- Once the Approvers and Alerted Managers have been selected, you are able to select what communication types to have approvals required for by simply selecting the tick boxes next to the event.
- For events which are left unticked, their communication will be governed by roles and thresholds only. If a User does not have the appropriate role or thresholds, then they will have the option to Alert Manager (see the alerts only process above).
- The final stage will present two tick boxes as shown below.
Global approvals apply when the cl.61.4 decision on a notified CE is 'NO' - Having this tick box selected will mean that approval will be required when a decision to a Party 2 notified CE is no.
Make requirement for global approvals conditional on user financial thresholds - Having this tick box selected will mean that a User will be able to communicate an event, without requiring approval, as long as the event is within their financial thresholds. For example, if a User with a full permissions role and unlimited financial thresholds tries to accept a quotation, they will be able do so without the need for approval, even if 'accepting a quotation' is nominated for approval. Any User without the appropriate financial thresholds will need to progress the event for approval.
In a similar set up to global approvals, the contract approvals structure has a role for Approvers and Alerted Managers.
However, the workflow is different in that the Alerted Managers are only required for any events that are not selected as requiring approval.
The contract approvals structure allows for the selection of specific Approvers for specific communication types. For example, you are able to select one Approver for sending an early warning, but a different Approver for accepting a quotation.
Note that within this approval structure, all nominated Approvers must provide approval for an event before it can be communicated (whereas global approvals requires approval from only one approver).
- When a User wishes to communicate an event (that has been set up to require approval), they will have to option to Seek Approval.
- Once selected, an email alert will be sent to all nominated Approvers and the event will appear in the internal alerts register.
- Each nominated Approver for that communicate type will then need to open the event and select 'Send / Progress'.
- As mentioned above, contract approvals requires all nominated approvers to provide their approval before an event can be communicated. Therefore, if the event is still awaiting approval from other Approvers, there will be the option to 'Approve without Sending'.
- In order to see who has already provided approval and who is yet to provide approval, you can view the approvals commentary by selecting 'Add/View Approval Commentary'.
- In the example below, for this event to be communicated, approval needs to be given by one more Approver (outlined in red).
- Once the final Approver goes into the event, they will have the option to 'Approve and Send Communication'. The event will now be communicated.
- Any events which have not been set up to require approval will be governed by roles and thresholds (see the alerts only process).
Set-up (Superusers only)
- Start by navigating to the relevant contract within the admin panel. Once the contract is open, select the Approvals menu on the left-hand side.
- Next, select the Setup / Edit Approvals button and then select which Party to setup approvals for. Select Contract Approvals.
- Within the first stage, you are able to select a list of Alerted Managers. These Users will be notified whenever a User (who does not have the sufficient role and thresholds) tries to communicate an event which is not set up to require approval.
- Next, you can use the expandable sub-menus to select an event you would like approvals for.
- You will then be able to select the Approver(s) for this event type. After you have made this selection, you can repeat the process for any other event types you wish to add approvals to.
- For events which are left unticked, their communication will be governed by roles and thresholds only. If a User does not have the appropriate role or thresholds, then they will have the option to Alert Manager.
- Once you are finished, select the green flag button in the top right-hand corner and the approval structure will be implemented.