Approval Structures

The role that a User is assigned to the contract with controls what events that User can see, draft or communicate in the contract. The financial and date thresholds the User is assigned to the contract with provides a limit to the amount of change the User can implement to the contract.

An approval structure provides a form of governance to a contract, above that of roles and thresholds, to ensure that Users that do not have the sufficient role or thresholds to communicate an event can escalate the event to an appropriate User (alerted manager or approver) to be reviewed and communicated.

This article will describe the three types of approval structures, how they function and how to set them up as a Superuser.

Tip: 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.

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.

Alerts Only

This is the most basic approval structure with only one stage and is also the default structure in place for all contracts. Only one User is required to be assigned the role of Alerted Manager, however, it is possible to nominate multiple Users if required.

Workflow

  1. 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.

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  2. 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.

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  3. The alerted manager can then log in to CEMAR and send the communication themselves if they are happy with it.

Set-Up (Superusers only) - Admin Panel

  1. Start by navigating the CEMAR Admin Panel on the login page:mceclip0.png

  2. Then, enter into the Contracts tab and use the pencil icon adjacent to the contracts to edit:

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  3. Within the contract, select the Approvals tab on the left-hand side - This will give you the option of setting up approvals for either Party (each Party can have a different approval structure with different users):
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    The drop-down will contain the 3 types of approval structure, select Alerts Managers. By default, the Alert Managers approval structure is in place for all contracts.

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  4. You will then be able to select the alerted managers by ticking the boxes next to their names (You can have multiple Alert Managers but need at least one):
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  5. Once finished, click Verify and then Submit. The approval setup will be complete and implemented.

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Global Approvals

This approval structure introduces an additional stage to the approvals process, creating a role for Approvers which is beyond that of the Alerted Managers.

Only one Approver needs be selected but multiple Approvers and Alerted Managers may be selected.

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).

Workflow

  1. 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.
  2. 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.
  3. 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.

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  4. 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.

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  5. 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.

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  6. 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.

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  7. 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 dependent) 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. 

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Set-up (Superusers only) - CEMAR Admin Panel

  1. Start by navigating to the relevant contract within the CEMAR admin panel and once the contract is open via the pencil icon, select the Approvals menu on the left-hand side.

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  2.  After choosing the Party you wish to enable the structure on, the drop-down will contain the 3 types of approval structure. Click Turn On to enabled the Global Approval Structure and Proceed Anywaymceclip0.pngmceclip2.png

    Here, you will need to nominate at least one Approver, however multiple Approvers can be selected (much like the Alert Manager structure). 

  3. First, you are able to select what communication types to have approvals required for by using the pencil icon, and using the tick boxes within dropdowns of the events, before clicking update to implement.mceclip3.pngmceclip5.png
  4. 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).
  5. Finally, use the tick boxes adjacent to the Users who you wish to be Approvers, before clicking Verify and Submit to implement.mceclip7.pngmceclip9.png

    You are able to allows Users with the correct roles and thresholds to bypass the Approval Structure. To do so, enter into the Basic Details tab, and under the Contract Preferences, selected Make requirement for global approvals conditional on user financial thresholdsmceclip10.png

    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.



Events Approvals

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 Event 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 Approvers must provide approval for an event before it can be communicated (whereas global approvals requires approval from only one approver).

Workflow

  1. When a User wishes to communicate an event (that has been set up to require approval), they will have to option to Seek Approval.
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  2. Once selected, an email alert will be sent to all Approvers and the event will appear in the internal alerts register.

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  3. Each Approver for that communicate type will then need to open the event and select 'Send / Progress'.
  4. As mentioned above, Event 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'.
  5. 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'.

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  6. In the example below, for this event to be communicated, approval needs to be given by one more Approver (outlined in red).

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  7. Once the final Approver goes into the event, they will have the option to 'Approve and Send Communication'. The event will now be communicated.

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  8. 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) - CEMAR Admin Panel

  1. Start by navigating to the relevant contract within the CEMAR admin panel and once the contract is open via the pencil icon, select the Approvals menu on the left-hand side.

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  2.  After choosing the Party you wish to enable the structure on, the drop-down will contain the 3 types of approval structure. Click Turn On to enabled the Event Approval Structure and Proceed Anyway (Or, if Global Approval is enabled, click Switch to on Events Approvals)

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  3. First, you are able to select what communication types to have approvals required for by using the dropdown on the Events Approval.

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  4. Then, you will be able to choose which communication within the event you wish the User to be an approver on. Again, this allows you to choose different Approvers for different communication types via the drop-downs, or the different Approvers for the same event but different communications. Please note, if you select more than one User on the communication column, then all the Approvers will need to give approval at a contractual level:

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  5. 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).
  6. Finally, use the tick boxes adjacent to the Users who you wish to be Approvers, before clicking Verify and then Submit.  A bell icon will display against events that use the Event Approval structure. 

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