Registering a record
Before you can configure approval flows, you must first register the record definition to configure the approval process for the selected record definition. The registration tab on the approval wizard maps the fields from the registered record definition with the columns on the Approval Console.
The following image illustrates the end-to-end process of creating an approval process and approval flows:
Before you begin
Make sure you create a record definition that you want to use in the approval process and set the scope as Public.
If you do not set the scope to public, the record definition will not be available to use when registering a record. Additionally, you must set the Allow Customization property of the record definition to True. If you do not set the Allow Customization property to True, you cannot customize your record definition in any way. For more information, see Making definitions available for customization.
The following video (2:56) demonstrates how to register a record definition.
The video shows an older version of BMC Helix Innovation Studio. The previous product name was BMC Helix Innovation Suite. Although there might be minor changes in the UI, the overall functionality remains the same.
To register a record definition
Log in to BMC Helix Innovation Studio and navigate to the Administration tab.
Select Approvals > Approval configuration.
On the Approval configurations page, click New.
On the Registration tab, provide the following information:
Field Details Record definition name Select the record definition that needs to be registered with the approval server.
Requester Select the field from the record definition that stores login ID information of the requester.
Important: Make sure that the selected field stores the login ID of requester. Level Up approvals require this information to determine the approvers of this request.
Approver exclusion Select the field from the record definition to exclude approval permission. The users from the selected field are excluded from the list of approvers.
Summary Select the field from the record definition that stores the description of the request. Permissions (Optional) Select the security labels of the record definition to assign permissions for accessing the approval request.
The permission field controls who can access the created request. Only users with assigned security label can access the approval request. If you do not specify the security label, all users can access the approval request.
Request ID Select the record field that contains the Request ID of the approval request.
Notes Select the record definition or associated record field that contains extra information (notes) from a request.
Extra information is displayed on comments section of the Approval Console.Require justification reason on Select from the following options to provide justification when an approver approves or rejects a request:
- Approval—To make it mandatory for an approver to provide a justification when approving a request.
- Rejection—To make it mandatory for an approver to provide a justification when rejecting a request.
Justification reason Select a field to store the reason when an approver approves or rejects a request.
This field is mandatory only if you select the Rejection option from Require justification reason on; otherwise, you can leave the field blank.
Additional approval console fields Configure additional fields that you want to be displayed on the Approval Console.
Configure these fields with customized labels. You can configure four additional fields at the maximum.
Field labels Specify labels for any additional fields that you configured. - Click Save.
The following image displays an example of the registering a record definition to configure the approval process:
Important
- Whenever an association is created, a field gets created and field permissions are set to administrator only.
If these associations are used while registering a record definition, and a non-admin user tries to access such approval configuration, the approval engine displays "no access to association" message. Therefore, the created association field requires the field level user permission to be accessible to the non admin user. - As an application business analyst, if you want to register the record definition to configure the approval process, make sure you assign Sub Administrator role to application business analyst. For more information, see
Creating a Subadministrator security role
.
Where to go from here
| Action | Reference |
|---|---|
| If you want to define an approval that is approved automatically by the system, create a self approval flow. | Configuring self approval flows |
| If you want to define an approval that is approved by an individual or group, create an approval flow. | Configuring approval flows |
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