This documentation supports the 18.11 version of BMC Helix Platform.
To view the latest version, select 19.02 from the Product version menu.

Configuring approval flows

After you have registered the record, the next step is to configure either self approval flows or approval flows that define how the request gets approved. An approval process varies depending on how your organization configures and implements it.

To configure approval flows

  1. Log in to BMC Helix Innovation Studio and navigate to the Administration tab.
  2. Select Approvals > Approval Configuration.
    In the right pane, the approval configuration screen is displayed.
  3. On the Approval Configuration screen, click New.
  4. On the Create Approval Flow screen, click Approval Flows > Add New Flow Group.
  5. Enter a name for the New Flow Group.
    A flow group a contains single or multiple approval flows. You can create one or multiple approval flow groups.

    Note

    Once the Flow Group is created, go to approval process and in the Element Properties > Flow Group Name field, enter this flow group name. Ensure that the approval process is in enabled state.

  6. From the Add New Flow list, select one of the following:

    • Level Up Approval Flow (Manager Approval): If you want to create level up approval flow, specify the following fields:
      • No of Levels—Enter the number of levels the approval request must go through.
      • QualificationDefine an expression. 

      • On the Define Expression screen, perform the following actions and then click Save:

        1. From the list of Available Values, click Record Definition.

        2. Select the record field or associated record field on which you would want to build an expression.
          Alternately, you can use Associations for creating the expressions. To use associations, expand Associations and select the record data.

          While building an expression, make sure that you select a Record Definition that has a GUID value.

        3. To use Foundation data in the expression, click

        4. Define Expression screen is displayed with foundation data.

        5. Select the foundation data.

        6. To find approvers either by functional roles or by the relationships defined between people, location, or support groups.

          Any data selected from Define Expression screen the returns the GUID of the entity.

      • Outcome—From the drop down, select the approval status: Approved, Rejected, or Errored. 

      • ProcessNameFrom the list, select the process that you want to execute for the approval status that you selected in the Outcome field.
    • General Approval Flow: If you want to create a general approval flow or process chaining, specify the following parameters and then click Save:
      • All/OneSelect one of the following:

        One must sign

        Use this option when only one of the approvers needs to approve the request.

        All must sign

        Use this option when all approvers must approve the request.

      • QualificationDefine an expression to configure conditions. 
        On the Define Expression screen, perform the following actions and then click Save
        1. From the list of Available Values, click Record Definition.

        2. Select the record field or associated record field on which you would want to build an expression.
          Alternately, you can use Associations for creating the expressions. To use associations, expand Associations and select the record data.

          While building an expression, make sure that you select a Record Definition that has a GUID value.

        3. To use Foundation data in the expression, click

        4. Define Expression screen is displayed with foundation data.

        5. Select the foundation data.

        6. To find approvers either by functional roles or by the relationships defined between people, location, or support groups.

          Any data selected from Define Expression screen the returns the GUID of the entity.

      • Outcome—From the drop down, select the approval status: Approved, Rejected, or Errored. 

      • Process NameFrom the list, select the process that you want to execute for the approval status that you selected in the Outcome field.
      • ApproversSelect approver/s by using the foundation data. Select the department/organization/ business unit depending on one must sign or all must sign. You can set multiple approvers for one request. You can either select approvers by filtering specific approvers from department/organization/business unit or define a qualification or both. This enables you to narrow your selection by limiting the approvers and not select the entire group or organization. 
        1. To select the approver, click.

          The “Select Approvers” screen is displayed. Only users with enabled status appear in the approver list.

        2. From the Select Approvers for Approval Flow, select the Approvers, and then click Next.

        3. On the Define Expression tab, define the expression by using person (or its association) attributes. 

          You can either select approvers by filtering specific approvers from department/organization/business unit or define a qualification or both.

The following video (4:43) demonstrates how to create approval flows.

The video shows an older version of BMC Helix Platform. The previous product name was BMC Helix Innovation Suite. Although there might be minor changes in the UI, the overall functionality remains the same.

https://youtu.be/6b5TWcQmzbc

Where to go from here

Action Reference

Create notifications when an approval request is approved, an approval request is rejected, an approval request is reassigned, an error exists in approval signature, and so on.

Creating approval notifications to notify approvers

Related topic

Approvals




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