This documentation supports the 20.08 version of BMC Helix Platform.  To view an earlier version, select 20.02 from the Product version menu.

Registering a record

Before you can configure approval flows, first you must 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:

Approval workflow_register record.png

Before you begin

Before you start registering a record, make sure you complete the following activities:

  • 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.

To register a record definition

  1. Log in to BMC Helix Innovation Studio and navigate to the Administration tab.
  2. Select Approvals > Approval Configuration. 
  3. On the Approval Configuration page, click New. 

  4. 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.

    Request ID

    Select the record field that contains the Request ID of the approval request.

    Requester

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

    Note: 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.

    Summary

    Select the field from the record definition or from the association that stores the description of the 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.

    Tooltip

    Select the record definition or associated record field where tooltip is required on the Approval Console.

    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.

    Justification Reason

    (Optional) Select a field to store the reason an approver rejects a request.

    Only configure this field if a justification reason is required; otherwise, leave the field blank.

    Additional Fields for displaying Approval Request Information

    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 video (2:56) demonstrates how to register a record definition. 

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.

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

Note

Whenever 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 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.

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.

Related topics

Approvals

Viewing-and-responding-to-approval-requests


 

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