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Configuring self-approvals for cases and tasks

Self-approvals are system-driven approvals that do not require any manual intervention. A case business analyst can configure a self-approval with qualifications or with a process. A self-approval with a qualification is triggered when a case or task matches the qualifications that are defined in the self-approval. A self-approval with process is triggered when a case or task meets a qualification that is defined in the approval, which in turn triggers a process for the approval.

22_1_CaseTaskApprovalsSelf-Approval.jpg

Related topics

Configuring self-approval flows

Self-approval with process

To create a self-approval with a process in BMC Helix Business Workflows, a case business analyst can create a new approval process or reuse the default sample process that is provided in BMC Helix Innovation Studio. A case business analyst uses the process in the self-approval to approve or reject cases or tasks. The sample processes that are provided out of the box for cases and tasks contain process variables that are automatically copied to the new process when you create a copy of the sample process. 

The following table describes the process variables in the sample processes for cases and tasks:

Process

Process variable type

Process variable name

Variable ID

Description

Case - Sample Self-Approval

Input

Case Record

57000

This ensures that the self-approval process is run for the correct case record.

Output

Approval Status

57120

This text field shows the approval outcome.

You can define Approved or Rejected as the values for the approval status.

Task - Sample Self Approval

Input

Task Record

57000

This ensures that the self-approval process is run for the correct task record.

Output

Approval Status

57120

This text field shows the approval outcome.

You can define Approved or Rejected as the values for the approval status.

Success

Best Practice
We recommend that you do not modify these process variables.

To create a copy of the sample process
  1. Log in to BMC Helix Innovation Studio and navigate to the Workspace tab.
  2. To create a copy of the sample case process, select Case Management Service.
  3. To create a copy of the sample task process, select Task Management Service.
  4. Click Processes.
  5. For case approval, select the Case - Sample Self-Approval process, and click Copy.
    In the new process, the process variables are automatically added.
  6. For task approval, select the Task - Sample Self-Approval process, and click Copy.
    In the new process, the process variables are automatically added.
  7. From Palette, drag the elements based on how you want to configure the process.
    The following image shows an example of how you can create a self-approval for cases with the following qualifications:
    • Compute Value element with the expression Priority=Low to be self-approved
    • Cases with Priority=High/Critical will not be self-approved
      2008_CaseSelf-ApprovalCopy.jpg
      Learn more about elements in Process designer elements.
  8. Save the process.
    After the process is created, an administrator must associate it with an approval flow.
To create a new process
  1. Log in to BMC Helix Innovation Studio and navigate to the Workspace tab.
  2. For case approval, select Case Management Service.
  3. For task approval, select Task Management Service.
  4. Click Processes > New.
  5. Specify a Name for the process.
  6. Click Add/Remove Variables.
  1. For case approval, specify Case Record as the Input Variable.
  2. For task approval, specify Task Record as the Input Variable.
  3. Enter Approval Status as the Output Variable.
  4. Click Save.
  5. From Palette, drag the elements based on how you want to configure the process.
    For example, add the Compute Value element and specify the settings.
    Learn more about elements in Process designer elements.
  1. Provide appropriate permissions for users.
  2. Save the process.
    After the process is created, associate it with an approval flow.
To associate the self-approval process with an approval flow
  1. As a case business analyst, log in to BMC Helix Business Workflows.
  2. Click My Application Settings Settings icon.png.
  3. Select Approvals > Approval Configuration.
  4. For case approval, open the Case approval configuration.
  5. For task approval, open the Task approval configuration.
  6. On the Self-approval tab, click Click to build an expression.
  7. On the Edit Expression page, define the conditions by using the available values, and click OK.
  8. Select the Precedence for the condition.
  9. Select the Self-Approval Process.
  10. Add the Audit Information.
  11. Click Add.
  12. Click Save.

Self-approval with qualification

A self-approval with qualification ensures that only those tasks that meet the qualifications go through the approval process. For example, a self-approval qualification can be Category Tier 1 = Applications, Category Tier 2 = Software, and Category Tier 3 = MS Office. A task created with these categories will be self-approved.

To add a qualification for self-approval
  1. As a case business analyst, log in to BMC Helix Business Workflows.
  2. Click My Application Settings Settings icon.png.
  3. Select Approvals > Approval Configuration.
  4. For case approval, open the Case approval configuration.
  5. For task approval, open the Task approval configuration.
  6. On the Self-approval tab, click Click to build an expression.
  7. On the Edit Expression page, define the conditions by using the available values, and click OK.
  8. Select the Precedence for the condition.
  9. Add the Audit Information.
  10. Click Add.
  11. Click Save.

Where to go from here

Defining approval notifications

 

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BMC Helix Business Workflows 26.1