Form to create and modify rules for approval processes

Field

Description

Definition

Rule Name

Type a name for this rule. The name of a rule can be as long as 254 characters in English and most European languages, but only 127 characters in double-byte languages.

For Process

Use the drop-down list to select a process for this rule.

Process Instance ID

The BMC Remedy AR System automatically populates this field with the GUID of the process.

Rule Type

Use the drop-down list to select the rule type. See Defining-approval-rules

Order

Type a number to determine execution order for this rule. Larger numbers execute after smaller numbers. Rules with the same number in this field execute in an unpredictable order.

Status

Use the drop-down list to select the status of this rule.

If Multiple Results

Use the drop-down list to select the behavior when multiple results are found.

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  • Value from First — The approval server uses the value from the first record retrieved.

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  • Values from All — The approval server uses all of the values retrieved.

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  • Return Error — The approval server produces an error message if more than one record is retrieved.

If Multiple Approvers

Select one of the options:

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  • One Must Sign — A single signature entry is created for all approvers. Only one of those approvers needs to take action on the request.

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  • All Must Sign — Separate signature entries are created for all approvers. All approvers must act on the request for it to move to the next stage.

Next Approver Rule Is

Use the drop-down list to select the behavior when multiple Get Next Approver rules exist.

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  • Additive — This rule appends approvers to the existing approver list, and further rules are processed.

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  • Ending — This rule appends additional approvers to the existing approver list, but no further rules are processed.

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  • Exclusive — This rule assigns the approver list, and no further rules are processed. If a previous rule created an approver list, the process ignores it.

This field is usually used for a Rule-Based process that has a set of Get Next Approver rules to build an approver list.

Assignee Group Permissions

The BMC Remedy AR System populates this field with the Assignee Group for the request. This field supports the multi-tenancy feature. See Error-333-and-Assignee-Group-Permission.

Qualification

Run if

This field label appears for the following rule types:

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  • Get Authority

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  • Get Authority Regular

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  • Get Authority Self

• 
  
  • Get Next Approver

• 
  
  • Parameterized Get Next Approval Rule

• 
  
  • Prep Get Next Approver

• 
  
  • Signature Accumulator

• 
  
  • Statistical Override

• 
  
  • Validate Approver

Enter the qualification in the Run If field. Use the buttons and drop-down list to help. See Using-the-Rule-tab-on-AP-Administration. In addition, you can dynamically define the search criteria by using the EXTERNAL keyword. When using the EXTERNAL keyword, make sure you see fields using single quotes instead of dollar signs, for example:

Otherwise, if you enter:

the value from the current transaction will be returned: "John" = "John"

Rule

This field label appears for the following rule types:

• 
  
  • Auto Approval

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  • Self Approval

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  • Completion Rule

Enter the qualification in the Rule field. Use the buttons and drop-down list to help. See Using-the-Rule-tab-on-AP-Administration. In addition, you can dynamically define the search criteria by using the EXTERNAL keyword. When using the EXTERNAL keyword, make sure you see fields using single quotes instead of dollar signs, for example:

Otherwise, if you enter:

the value from the current transaction will be returned: "John" = "John"

Audit text

This field appears for Auto Approval and Self Approval rules. Type the text you want to appear in the permanent record for the request whenever this rule executes. Use the drop-down list to select keywords to include in your audit trail message.

Rule State

This field label appears for Approval Process Done rules. Select one or more rule conditions from among the radio buttons. The options are:

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  • Approved

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  • Rejected

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  • Cancelled

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  • Error

The rule executes when the approval detail record moves to the selected state.

Guaranteed Add

• 
  
  • Yes — The parameterized rule runs even when a Completion rule would otherwise determine that the process is done, thus guaranteeing that the user will be added as an approver.

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  • No — (Default) If a Completion rule determines that the conditions exist for the process to be done, the process does not return to the Get Next Approver stage to run this rule.

Search

In Search mode, click this button to perform your search.

Save

In Submit mode, click this button to save your changes.

Close

Click this button to close the window.

Field

Description

Set Fields Type

Select an item from the drop-down list to specify how the rule should populate this field type. The options are: Value, Query, SQL, Process, and Other.

From Form

For a query, select the name of the form that contains the data to retrieve.

On Server

Use the drop-down list to select the server that contains the form.

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  • Current — Select this option if the form resides on the same server as the approval server.

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  • Alternate — Select this option if the form resides on another server.

Server

Type the name of the server that holds the form. This field is available only when the On Server field contains the value Alternate.

Separator string

Type the letters, numbers, or symbols to use when separating multiple entries set in the same field. This field is disabled with some options available in the Set Field Type field.

Qualification

Query builder buttons

The Fields from Set Fields Form, Fields from Application Form, and other SQL keywords and operator buttons are available for use only when you select a Set Fields type other than Value. For example, choosing SQL causes Select, From, Where, and the comma separator (, ) buttons to appear so that you can construct SQL statements easily.

SQL Command / Qualification

Type a qualification or use the other fields to select functions or keywords. You can dynamically define the search criteria by using the EXTERNAL keyword. When using the EXTERNAL keyword, make sure you see fields using single quotes instead of dollar signs, for example:

Otherwise, if you enter:

then the value from the current transaction is returned:

Fields data

Field name

Type a field name or use the drop-down list to select a field name. The Field Name field is disabled with some options available in the Set Field Type field. One rule can populate more than one field by using separate lines for Field Name and Value.

Value

Type the value or use the drop-down list to select a value to populate the field. The Value field is disabled for some Set Field types. One rule can populate more than one field by using separate lines for Field Name and Value.