This documentation supports the 18.08 version of Remedy Action Request System.

To view the latest version, select the version from the Product version menu.

Form to create and modify rules for approval processes

The AP:Rule Definition form opens when you click View or Create on the Rule tab of the AP:Administration form. Process administrators use this form to create and modify rules for approval processes. See Using the Rule tab on AP-Administration.

Basic tab

AP:Rule Definition form — Basic tab

(Click the image to expand it.)



Fields on the AP:Rule Definition form — Basic tab

Field Description
Definition
Rule Name Type a name for this rule. The name of a rule can be as long as 254 characters in English and most European languages, but only 127 characters in double-byte languages.
For Process Use the drop-down list to select a process for this rule.
Process Instance ID The BMC Remedy AR System automatically populates this field with the GUID of the process.
Rule Type Use the drop-down list to select the rule type. See Defining approval rules
Order Type a number to determine execution order for this rule. Larger numbers execute after smaller numbers. Rules with the same number in this field execute in an unpredictable order.
Status Use the drop-down list to select the status of this rule.
If Multiple Results

Use the drop-down list to select the behavior when multiple results are found.

    • Value from First — The approval server uses the value from the first record retrieved.
    • Values from All — The approval server uses all of the values retrieved.
    • Return Error — The approval server produces an error message if more than one record is retrieved.
If Multiple Approvers

Select one of the options:

    • One Must Sign — A single signature entry is created for all approvers. Only one of those approvers needs to take action on the request.
    • All Must Sign — Separate signature entries are created for all approvers. All approvers must act on the request for it to move to the next stage.
Next Approver Rule Is

Use the drop-down list to select the behavior when multiple Get Next Approver rules exist.


    • Additive — This rule appends approvers to the existing approver list, and further rules are processed.
    • Ending — This rule appends additional approvers to the existing approver list, but no further rules are processed.
    • Exclusive — This rule assigns the approver list, and no further rules are processed. If a previous rule created an approver list, the process ignores it.

This field is usually used for a Rule-Based process that has a set of Get Next Approver rules to build an approver list.

Assignee Group Permissions The BMC Remedy AR System populates this field with the Assignee Group for the request. This field supports the multi-tenancy feature. See Error 333 and Assignee Group Permission.
Qualification
Run if

This field label appears for the following rule types:

    • Get Authority
    • Get Authority Regular
    • Get Authority Self
    • Get Next Approver
    • Parameterized Get Next Approval Rule
    • Prep Get Next Approver
    • Signature Accumulator
    • Statistical Override
    • Validate Approver

Enter the qualification in the Run If field. Use the buttons and drop-down list to help. See Using the Rule tab on AP-Administration. In addition, you can dynamically define the search criteria by using the EXTERNAL keyword. When using the EXTERNAL keyword, make sure you see fields using single quotes instead of dollar signs, for example:

'Submitter' = "John"

Otherwise, if you enter:

$Submitter$ = "John"

the value from the current transaction will be returned: "John" = "John"

Rule

This field label appears for the following rule types:

    • Auto Approval
    • Self Approval
    • Completion Rule

Enter the qualification in the Rule field. Use the buttons and drop-down list to help. See Using the Rule tab on AP-Administration. In addition, you can dynamically define the search criteria by using the EXTERNAL keyword. When using the EXTERNAL keyword, make sure you see fields using single quotes instead of dollar signs, for example:

'Submitter' = "John"

Otherwise, if you enter:

$Submitter$ = "John"

the value from the current transaction will be returned: "John" = "John"

Audit text This field appears for Auto Approval and Self Approval rules. Type the text you want to appear in the permanent record for the request whenever this rule executes. Use the drop-down list to select keywords to include in your audit trail message.
Rule State

This field label appears for Approval Process Done rules. Select one or more rule conditions from among the radio buttons. The options are:

    • Approved
    • Rejected
    • Cancelled
    • Error

The rule executes when the approval detail record moves to the selected state.

Guaranteed Add
    • Yes — The parameterized rule runs even when a Completion rule would otherwise determine that the process is done, thus guaranteeing that the user will be added as an approver.
    • No — (Default) If a Completion rule determines that the conditions exist for the process to be done, the process does not return to the Get Next Approver stage to run this rule.
Search In Search mode, click this button to perform your search.
Save In Submit mode, click this button to save your changes.
Close Click this button to close the window.


Set Fields tab

The Set Fields tab appears only when you select a rule type for which you can specify a Run If qualification and the subsequent Set Fields actions.

AP:Rule Definition form — Set Fields tab

(Click the image to expand it.)



Fields on the AP:Rule Definition form — Set Fields tab

Field Description
Set Fields Type Select an item from the drop-down list to specify how the rule should populate this field type. The options are: Value, Query, SQL, Process, and Other.
From Form For a query, select the name of the form that contains the data to retrieve.
On Server

Use the drop-down list to select the server that contains the form.

    • Current — Select this option if the form resides on the same server as the approval server.
    • Alternate — Select this option if the form resides on another server.
Server Type the name of the server that holds the form. This field is available only when the On Server field contains the value Alternate.
Separator string Type the letters, numbers, or symbols to use when separating multiple entries set in the same field. This field is disabled with some options available in the Set Field Type field.
Qualification
Query builder buttons The Fields from Set Fields Form, Fields from Application Form, and other SQL keywords and operator buttons are available for use only when you select a Set Fields type other than Value. For example, choosing SQL causes Select, From, Where, and the comma separator (, ) buttons to appear so that you can construct SQL statements easily.
SQL Command / Qualification

Type a qualification or use the other fields to select functions or keywords. You can dynamically define the search criteria by using the EXTERNAL keyword. When using the EXTERNAL keyword, make sure you see fields using single quotes instead of dollar signs, for example:

'Submitter' = "John"

Otherwise, if you enter:

$Submitter$ = "John"

then the value from the current transaction is returned:

"John" = "John"
Fields data
Field name Type a field name or use the drop-down list to select a field name. The Field Name field is disabled with some options available in the Set Field Type field. One rule can populate more than one field by using separate lines for Field Name and Value.
Value Type the value or use the drop-down list to select a value to populate the field. The Value field is disabled for some Set Field types. One rule can populate more than one field by using separate lines for Field Name and Value.


For more information about the Administrative Information tab, see Administrative Information tab.


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