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Approval Processes

The approval processes page is where you can view and edit the people who need to approve events for your sites. These events will not show on the calendar until they have gone through the approval process listed on this page.

 

Every Event Manager account includes a default appprover process, which can be edited. Clients who have Advanced Approval Workflow in their account will also have the ability to create new approval processes, which can be filtered by location and/or category. *Note: If you do not currently have access to this feature, please contact your Sales Representative or Client Services for more information.

Watch the Video Tutorial

 

To access the Approval Processes page:

1. Click on Settings in the side navigation menu.
2. Under the Calendar Settings section, click on Approval Processes.

Creating an approval process

1. Click on Create a New Process. *Note: This button will only appear if you have the Advanced Approval Process feature.
2. In Step 1, choose the Condition to route by:

   1. If you chose Location & Categories, start typing or click the down arrow icon to select a Location and/or Category. Global options will be indicated with the global icon (  ) and Site options will be indicated with the site icon ( ).

      1. If you'd like to add multiple locations to this approval process at once, click the Location Search button.
      2. Check the box next to each location that should be included and click Save.
   2. If you chose User & Roles, by default, the Type will indicate that This is a Site Approval Process. If this approval process should be applicable to all sites, select This is a Global Approval Process.
      1. Then, select the Users or Roles that this workflow should route by.

   3. If you chose Organization, by default, the Type will indicate that This is a Site Approval Process. If this approval process should be applicable to all sites, select This is a Global Approval Process.

      1.  Then, select the Organizations that this workflow should route by.
         
         

 

3. In Step 2, specify the user or user group you want for this site's approval process. *Note: You can check the Auto Approval checkbox instead of selecting specific approvers. When this box is checked and the conditions in Step 1 are met, the event is automatically approved and is published directly to the calendar.
   
4. Search for the user or group's name. The name will populate below the text area. Click on the name to add them to the list of approvers.

 

5. Repeat this process for all users or user groups who should be included in this approval process for this site.
6. Click Move to drag a User or Group to a different step in the order of approval.
7. Select the appropriate option you'd like to use for this approval process, whether it be one approver, all approvers, or all approvers in the specified order for the event to be approved and added to the calendar.
8. Enter a Process Name so it can be easily identified in the list of approval processes.

 

 

9. If applicable, check the box next to Do not allow this rule to be overridden. Checking this box ensures that a user cannot choose to publish the event by bypassing this approval process.
10. Click the Save button to return to the Approval Processes screen.

Approval process settings

You can configure your approval processes to require comments to be added at each approval on an event.

1. Click on the Settings button at the top of the page.

2. Click on the toggle next to Require Approval Comment if you would like each approver to enter a comment at each approval of an event.

3. Click on the toggle next to Require Denial Comment if you would like to require a comment be entered when an event is denied.

4. You can use the navigation breadcrumbs at the top of the page or the side navigation menu to leave this page. You do not need to save your changes.

Editing the approval process

The site's default approval process will be listed on the Approval Processes page, and will vary based on whether the site was added before or after the Approval Process feature was released.

• For any sites that you had in your account prior to the approval process feature, you will see the Default Workflow Approver Group listed in the Approver(s) section. This group includes anyone who's site permissions enable them to approve an event at this site.
• For any sites that are added after the approval process feature, the list of approvers will include any Tenant Admins in your account. If you have more than ten Tenant Admins, the list will include the first ten in order of when they were last added or modified.

 

You have the ability to edit who is included in the approval process, or even determine in what order the event should be approved.

 

 

1. Click the Edit button next to the approval process for which you want to update the list of approvers.

 

 

2. In Step 1, choose the Condition to route by:

   1. If you choose Location & Categories, select the Locations and Categories that this workflow should route by. Global options will be indicated with the global icon (  ) and Site options will be indicated with the site icon ( ).

      1. If you'd like to add multiple locations to this approval process at once, click the Location Search button.
      2. Check the box next to each location that should be included and click Save.

   2. If you chose User & Roles, by default, the Type will indicate that This is a Site Approval Process. If this approval process should be applicable to all sites, select This is a Global Approval Process.

      1. Then, select the Users or Roles that this workflow should route by.

   3. If you chose Organization, by default, the Type will indicate that This is a Site Approval Process. If this approval process should be applicable to all sites, select This is a Global Approval Process.

      1.  Then, select the Organizations that this workflow should route by.

 

 

3. In Step 2, specify the user or user group you want for this site's approval process. *Note: You can check the Auto Approval checkbox instead of selecting specific approvers. When this box is checked and the conditions in Step 1 are met, the event is automatically approved and is published directly to the calendar.
4. Search for the user or group's name. The name will populate below the text area. Click on the name to add them to the list of approvers.

 

 

5. Repeat this process for all users or user groups who should be included in this approval process for this site.
6. Once you have added all applicable approvers, you can click the Delete button next to any user or group that no longer needs to be listed in the approval process. You can also click Move and drag a User or Group to a different step in the order of approval.

 

 

7. Select the appropriate option you'd like to use for this approval process, whether it be one approver, all approvers, or all approvers in the specified order for the event to be approved and added to the calendar.
8. If necessary, edit this Process Name so you know which approval process this is referring to.

 

 

9. If applicable, check the box next to Do not allow this rule to be overridden. Checking this box ensures that a user cannot choose to publish the event by bypassing this approval process.
10. Click the Save button to return to the Approval Processes screen.

Exporting approval processes

You can export approval processes from Event Manager to a CSV file.

1. Click on the Export to CSV button in the top right corner of the page.
2. In the window that appears, select the Condition Type to export:
1. Location / Category: Select this option to export approval processes that follow a Location and/or Category based route.
2. User / Role: Select this option to export approval processes that follow a User and/or Role based route.
3. Organization: Select this option to export approval processes that follow an Organization based route.
3. Click the Go button. You will be prompted to save the CSV file to your computer.