This documentation supports the 22.1 version of BMC Helix Digital Workplace Basic and BMC Helix Digital Workplace Advanced. Icons distinguish capabilities available only for the Advanced and External license levels. For more information, see License types and features.

Delegating, reassigning, and responding to approval requests

As an end user, when you submit a service request, an authorized individual might need to approve the request. If another user submits a request and its approval is assigned to you, you must take an appropriate action on the request.

Information

Only if your administrator has configured approvals, service requests are sent for approvals.

The approval configuration applies to your entire organization, and you cannot set preferences for individual users. In a multitenant environment, you can have separate configurations for each tenant. 

Overview of approvals

The following image gives you a brief overview of the users involved in the approval process and their respective actions:

If approvals are configured, service requests are sent for approvals, and the approver can approve, reject, delegate, or reassign the request, or put it on hold. The requester and the approver get notifications about any changes made to an approval request.

Difference between reassigning and delegating a request

You can reassign a request or delegate a request depending on your requirement.

Request reassignment

For example, a medical reimbursement request is assigned to Allen, manager of the IT department, for approval. Allen is not authorized to approve this type of request, and he reassigns it to Mary, manager of the HR department.

The following video (3:34) shows how to reassign approvals in BMC Helix Digital Workplace:



 https://youtu.be/VXsUSHAEkq0

Request delegation

For example, Allen, manager of the IT department, is going on a business trip for two weeks and cannot access his approval requests. He creates a delegation rule for two weeks to automatically assign his potential approval requests to Mary, his manager.

The following video (2:40) shows you how to delegate approval requests in BMC Helix Digital Workplace:



 https://youtu.be/qGOYLvH0be8

Approvals for specific service requests

Only the service requests submitted from the following applications can go through an approval process:

Application nameAvailable with BMC Helix Digital Workplace

Available with  BMC Helix Digital Workplace Advanced

BMC Helix Business Workflows(tick)(tick)
BMC Helix Digital Workplace Catalog(error)(tick)
BMC Helix ITSM(tick)(error)

Important

For requests from BMC Helix Business Workflows, questions and answers are shown in approval details only if the request was created through a  BMC Helix Digital Workplace Catalog request flow.

To take action on an approval request

  1. Log in to BMC Helix Digital Workplace.
  2. Use any of the following views to take appropriate action on a request:

    Type of viewUI

    Active events

    Important: Click to access options other than Approve or Reject.

    Service request details


    Notification list

    If you reassign a request, it is updated with the new approver name. Additionally, the request disappears from the list of your active events and you cannot access that request.

A service request that needs an approval, displays the following approval-specific information in addition to the Approve and Reject options:

  • Priority—Displayed if the request is Low or Urgent.
  • On Hold—Displayed only if the administrator has enabled the on hold functionality.
  • Reassign—Displayed only if the administrator has enabled the reassign functionality. The reassign functionality is not available for alternate approvers.

The following video (4:14) shows how to approve business requests.



 https://youtu.be/dw-J9aiZlTU

To delegate an approval request

Before you create a new delegation rule and add alternate approvers, review the existing list of rules and approvers. If the existing list suffices your requirement, use the details to delegate your requests. Otherwise, update the existing list or create a new rule and add approvers. 

Important

  • BMC Helix Digital Workplace shows only the current and future delegation rules. Whereas, BMC Helix ITSM also shows inactive delegation rules.

  • If you want to delegate alternate approvers for service requests corresponding to BMC Helix Business Workflows cases, make sure that BMC Helix Business Workflows and BMC Helix Digital Workplace are on the same version. 

Perform the following steps:

  1. Log in to BMC Helix Digital Workplace.
  2. Select Settings > Approval Settings.
  3. In the Alternate Approvers section, click Manage approvers.
  4. Perform the following actions:

    TaskActionSteps
    1Review an existing delegation rule and an approver list
    1. In the Manage alternate approvers dialog box, review the list of existing delegation rules and alternate approvers.

    While reviewing the approver details, consider the following points:

    • The approval delegation starts and ends in accordance with the original approver's time zone.
    • Covering value shows if the delegation rule covers all approval processes or specific processes. Unlike  BMC Helix ITSM,BMC Helix Digital Workplace covers all approval processes. If end users need to create a delegation rule that covers specific approval processes, they must create it in BMC Helix ITSM   .
    2Create a delegation rule and add an approver
    1. Click Add approver.
    2. In the Add an alternate approver window, search for and select a user you want to add as an alternate approver.
    3. Specify values for Start date and time of the delegation.

      Important

      Do not select a past date as the start date for the delegation rule.

    4. Specify values for End date and time  of the delegation.

    5. Click Save.
    3Update a delegation rule and an approver list
    1. To change an alternate approver, perform the following steps: 
      1. Select Actions > Edit alternate approver
      2. In the Add an alternate approver window, search and select a user you want to add as an alternate approver for this delegation.
    2. To change the date and time, select Edit date and time, change the values, and click Save.
    4Cancel a delegation rule
    1. To cancel a delegation rule, click Cancel alternate approver, and confirm the action.

List of notifications sent to alternate approvers

Alternate approvers receive different types of notifications such as email, push, and in-app notifications depending on the notification type that is enabled.

Notifications are sent in the following situations:

  • When the original approver creates a new delegation rule and delegates the potential requests to an alternate approver.
  • When the original approver modifies the date or the time period of an active delegation rule.
  • When the original approver cancels an active delegation rule.
  • When the original approver changes the alternate approver in an active delegation rule.
    In this situation, both alternate approvers (first alternate approver and second alternate approver) receive notifications.

Distinguish between the view of an original approval and a delegated approval

An approver can distinguish between their original approvals and delegated approvals. In an approval request, if the Status section displays Acting as:, it indicates that the request is delegated to another approver.

The following image highlights the Acting as: field in a request:

Important

The request details display the name of the alternate approver only for the  Approve  and  Reject  actions. If the alternate approver clicks the  On Hold  button, the request details display the name of the original approver.

Limitations of a delegated approval view for BMC Helix Business Workflows cases

Alternate approvers who work on service requests that correspond to BMC Helix Business Workflows cases cannot view the following case details:

  • Public comments on the case
  • Requester's question and answers on the case

However, you can contact your administrator to configure the approval details that you want to display in a service request.

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