How do I configure user-based approval?
You can configure a specific user as an approver in a specific stage by creating named approver fields in your workflow. This configuration can be done only in the reviewer stages. Typically user based approval are useful when you are populating approver field values in your workflow from approval matrix lookup or when you want only specific user from a role to review in that stage. If you want to create named approver field in all the stages then turn on the toggle Perform this action in all stages. Click here to know more about the approval matrix.
- Select Admin -> Workflows.
- Select the workflow and select the Reviewer stage.
- In Stage Properties -> Turn on the toggle Enable Named Approver.
- To create named approver field in all the stages -> Turn on the toggle Perform this action in all stages.
Let’s say if there is more than one approver(user) in a project manager role but you can want to assign a specific approver from that role to review in that stage. For Example, if Jack and Patrick playing the same role as Manager but you want to assign only to Jack to review in that stage. In such a case, set the View/Edit permission for the role as My Items in Access Permissions so that only the assigned user in a project manager role has access to that stage.
When a user name is filled in named approver field and if the user is in the appropriate review role based on the access permission configuration, the request is moved to that user for review in that stage.