Registering a record definition

Before you can configure approval flows, you must first register the record definition to configure the approval process for the selected record. The Registration tab on the approval wizard maps the fields from the registered record definition with the columns on the Approval Console.


Related topics

Approvals

View-and-respond-to-approval-requests

The following image illustrates the end-to-end process of creating an approval process and approval flows:

23_3_Registering_record_definition.png

Before you begin

Before registering a record, make sure that you create a record definition to use in the approval process and set the scope as Public.

Additionally, 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.

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.

icon_play.png https://youtu.be/wF7-sn53mEU

To register a record definition

  1. Log in to BMC Helix Innovation Studioand navigate to the Administration tab.
  2. Select Approvals > Approval configuration. 
  3. On the Approval configurations page, click New. 

  4. On the Registration tab, provide the following information:

    Field

    Details

    Record definition name

    Select the record definition that you want to register with the approval server.

    Requester

    Select the field from the record definition that stores the login ID information of the requester.

    Level Up approvals need this information to determine the approvers of this request.

    Summary

    Select the field from the record definition that stores the description of the request.

    (Optional) Permissions

    Select the security labels from the record definition to assign permissions for accessing the approval request.

    The Permissions field controls who can access the approval request. Only users with the  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 in the comments section of the Approval Console.

    Require justification reason on

    Select either or both of the following options for the approver to provide justification when the request is approved or rejected:

    • 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 where the reason is stored 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.

  5. Click Save.



The following image displays an example of the registering a record definition to configure the approval process:

Registering a record for approvals.png

Important

Anytime an association is created, a field gets created and field permissions are set to admin only.
If these associations are used while registering a record definition, and a non-admin user tries to access such an approval configuration, the approval engine displays a  no access to association message. Therefore, the created association field requires the field-level user permission to be accessible to the non-admin user.

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.

If you want to define an approval that is approved by an individual or group, create an approval flow.


 

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