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Automatic Routing

Routing in Facility Schedule allows you to automate your approval process. It tells the system where to send a schedule for approval. Schedules can be automatically routed based on the Location, Bldg./Unit, Room, or any combination of the three. The most common routing pattern is location based.

 

Location based approval routing automatically routes a schedule based on its assigned location. Most commonly, it may go to a Site Administrator for approval and then sent to the Facilities Department for final activation.

 

Room based routing automatically routes a schedule based on the room that is assigned on the schedule. This type of routing works well if only one room is selected on the schedule request form. *Note: Room based routing will only work for the Normal and Recurring schedule request forms.

 

     The Dude Says: 

You can have as many people in the approval process as needed. We find that the most success comes when an Administrator keeps the routing simple. This will ensure that the final approval is met in a timely manner. If you have an extensive process, a request can get "stuck" on someone's virtual desk. If you feel that an individual needs to be notified of an event and you do not want them in the approval process, you can add them as a Room Occupant or adjust the email notifications in your account.

How to Set Up Location Approval Routing

  • Click on the Account Setup tab.

  • Hover your mouse over the Shortcuts menu and click on the Setup Schedule Status Routes link.

  • The first route that you will establish is one for any new request that has been "Submitted" into the system.
    • Under the Add New section, select Submitted from the Status drop down menu.
    • Choose the name of the location in the Location drop down box.
    • Leave the When Routed To drop down blank.
    • Choose the name of the person responsible for the approval of the schedule for this location in the Route To Next drop down.
    • Click the Add New button to save. This route now moves up to the list of routes at the top of the page.

     

  • The second route that you will create will look very similar to the "Submitted" route. It tells the system who to send the request to once it has been approved by the first person in the route.
    • Under the Add New section, select Approved from the Status drop down menu.
    • Choose the name of the location in the Location drop down box.
    • In the When Routed To drop down, select the name of the first approver. Choose the name of the second approver in the Route To Next drop down.
    • Click the Add New button to save. This route now moves up to the list of routes at the top of the page.

     

How to Set Up Room Approval Routing

  • Click on the Account Setup tab.

  • Hover your mouse over the Shortcuts menu and click on the Setup Schedule Status Routes link.

  • The first route that you will establish is one for any new request that has been "Submitted" into the system.
    • Under the Add New section, select Submitted from the Status drop down menu.
    • Choose the name of the room in the Room drop down box.
    • Leave the When Routed To drop down blank.
    • Choose the name of the person responsible for the approval of the schedule for this room in the Route To Next drop down.
    • Click the Add New button to save. This route now moves up to the list of routes at the top of the page.
  • The second route that you will create will look very similar to the "Submitted" route. It tells the system who to send the request to once it has been approved by the first person in the route.
    • Under the Add New section, select Approved from the Status drop down menu.
    • Choose the name of the room in the Room drop down box.
    • When Routed To select the name of the first approver in the drop down box. Choose the name of the second approver in the Route To Next drop down.
    • Click the Add New button to save. This route now moves up to the list of routes at the top of the page.

     

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