Creating a Get Next Approver rule

Define Get Next Approver rules to streamline approval processes by automatically obtaining a list of approvers for a given request.

To define a Get Next Approver rule

1. Complete the basic information about the rule if not done already. For more information, see Creating-a-rule.
   • Select Get Next Approver from the Rule Type list.
   • (Optional) The rule condition in the Run If text box. Use this field to define a conditional statement that controls whether the rule is executed.
2. In the If Multiple Results field, select a value from the menu.
   This field determines what occurs when more than one row of data is returned by the Get Next Approver rule. The following choices are available:
   • Value from First—Uses the value from the first record retrieved.
   • Values from All—Uses all of the values retrieved.
   • Return Error—Returns an error message if more than one record is retrieved.
   • Clear—Leaves this field blank.
3. In the If Multiple Approvers field, select a value from the menu.
   This field value determines the signature requirements when more than one approver is returned by the Get Next Approver rule.
   • One Must Sign—A single signature record is created and only one of the approvers listed in the record is required to act upon the approval request to consider the record complete.
   • All Must Sign—A separate signature record is created for each individual in the approver list, including individuals within a role. In this case, all of the approvers retrieved by the Get Next Approver rule must act upon the approval request.
   • Clear—This field id blank.
4. In the Next Approver Rule Is field, select a value from the menu.
   This field value determines how the approver list is constructed when multiple Get Next Approver rules exist in the process. It is often used in a Rule-Based process that uses a set of Get Next Approver rules to build an approver list.
   • Additive—Indicates that any name or role this rule assigns to the approver list is added to the existing approver list, and further rules are to be processed.
   • Ending—Indicates that any name or role this rule assigns to the approver list is added to the existing approver list, but no further rules are to be processed.
   • Exclusive—Indicates that this rule assigns the entire approver list to the approval process, and no further rules are processed. In addition, if a previous rule created an approver list, that list is ignored.
   • Clear—This field is blank.
5. (Optional ) Enter the rule condition in the Run If text box.
   This field defines a conditional statement that controls whether the rule runs. You can type the conditional statement or you can build it by using the qualification bar and list. For more information, see Building-qualifications-and-expressions.
6. Click the Set Fields tab.
7. In the Set Fields Type field, select the appropriate action type.
   For more information, see Defining-actions-for-a-rule.
8. Select a query form name from the From Form menu.
9. In the On Server field, select the server where the form is located.
   • Current—The form exists on the current server.
   • Alternate—The form exists on another server. In this case, type the remote server name in the Server field.
10. Depending on the action type, enter the qualification statement or command line in the Qualification area.
11. In the Fields Data area, enter the name of the field or fields to receive the data in the Field Name column, and a value statement or the name of each source form field in the Value column.
12. Click Save.