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This documentation supports the 19.08 version of Change Management.

To view an earlier version, select the version from the Product version menu.

Example of approval process configuration for an emergency process flow

In this example, we will be creating new approval process configuration records for an emergency process flow. For this flow, we should have an approval process for both, the Implementation stage, and for the Close Down stage. For this, we need to create two approval process configuration records, one for each approval phase. To achieve this, we will perform the following steps:

  1. Open the Approval Process Configuration form and select New Request.



  2. Enter the following details:
    1. Select the Form Name for the application for which you are creating the approval process.
      For Change Management, this value is always Infrastructure Change.
    2. Select the Company for which you want this flow to be applicable.
      In this example, we will select Calbro Services.
    3. Set the Status to Enabled.
    4. Set the Phase Name to Implementation Approval and the Process Name to Change Level CI-IA – Implementation.
      The Change Management and approval server applications provide these processes out-of-the-box. 

      Important

      The CI-IA abbreviation in the process name stands for Configuration Item and Impacted Areas. In this example, one of the main mapping criteria is tied to the impacted areas for the change request as well as the associated CIs to a change request. The out-of-the-box approval server processes have been designed to leverage this information while performing the approval process workflow.

      Best practice

      We recommend that you use the out-of-the-box approval server processes.

    5. Keep the default values for the Impacts Approval Status, Auto Approve?, and the Sort Order fields.



    6. From the Status Flow tab, set the Change Process Flow to Emergency Process.
    7. Select the Status based on how you want the approval process to begin and how the process will be when the approvers approve or reject the change request, or when no approvers are found.
      1. Set the Begin status to Scheduled For Approval.
        When the change request is moved to this state, the approval process is initiated.
      2. Set the Approved status to Scheduled.
        When the approvers for the approval phase approve the change request, the request moves to the Scheduled state.
      3. Set the Rejected status to Rejected.
        When the approvers for the approval phase reject the change request, the request moves to the Rejected state.
      4. Set the No Approvers status to Scheduled.
        If no approvers are found in the Approval Mapping form for this approval phase, the change request automatically moves to the Scheduled state.



    8. From the Additional Qualifications tab, set the value of the Change Timing/Class field to Emergency.

      Important

      If you are using this process for all the change classes, leave all the fields under this tab blank.



  3. Click Save.
  4. Create the second approval process configuration record for the Close Down Approval phase.

    1. Select the Form Name for the application for which you are creating the approval process.
      For Change Management, this value is always Infrastructure Change.
    2. Select the Company for which you want this flow to be applicable.
      In this example, we will select Calbro Services.
    3. Set the Status to Enabled.
    4. Select the Phase Name to Close Down Approval and the Process Name to Change Level CI-IA - Close Down.



    5. From the Status Flow tab, set the Change Process Flow to Emergency Process.
    6. Select the Status based on how you want the approval process to begin and how the process will be when the approvers approve or reject the change request or when no approvers are found.
      1. Set the Begin status to Completed with the Status Reason as Final Review Required.
        When the change request is moved to this state with this status reason, the approval process is initiated.
      2. Set the Approved status to Completed with the Status Reason as Final Review Complete.
        When the approvers for the approval phase approve the change request, the request stays in the Completed state and the status reason changes to Final Review Complete.
      3. Set the Rejected status to Rejected.
        When the approvers for the approval phase reject the change request, the request moves to the Rejected state.
      4. Set the No Approvers status to Completed with the Status Reason as Final Review Complete.
        If no approvers are found in the Approval Mapping form for this approval phase, the change request automatically moves to the Completed state with status reason as Final Review Complete.



  5. From the Additional Qualifications tab, set the value of the Change Timing/Class field to Emergency.
  6. Click Save.
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