Approval dashboard

  • Updated

Approval dashboard

Prior to the Titanium release, the user has to select multiple times to reach the approval page of the application and then to find if the user is one of the reviewers and then provide approval. But now, with the Titanium release, the user/reviewer can view all the approval instances on one screen and act on the pending approvals that need their attention.

The Approval Dashboard page displays all the approval instances assigned to the logged-in user. It also displays the approval instances assigned to Queue (but not assigned to any user) in which the logged-in user is one of the members. For such cases, the logged-in user can assign the approval instance to self or to another user of the Queue.

Manage approval instances

You can manage the approval instances through the following actions:

  • View the approval instances.

  • Allows the user to filter the approval instances and act on the pending approvals that need their attention.

  • When an approval definition is configured, and a queue or group of users is added as reviewers to the approval definition, the users can manually assign the approval instances to themselves or assign the approval instances to some other reviewer from the list of reviewers available in the queue.

Note:

If approval instances are not created, there can be any of the following reasons:

  • Approval Definition is not configured.

  • Trigger and Event Control Configuration is enabled.

For more information, contact the administrator.

Prerequisites

Before you proceed to view the approval instances and manage your actions on them on the approval dashboard screen, ensure that the following prerequisites are met:

  • An application is created. To know how to create an application, see the Q2 Origination User Guide > Application Creation section.

  • Approvals are configured by an administrator. To know how to create an application, see the Q2 Origination User Guide > Approval Process Configuration section..

Steps

To view the approval instances and manage your actions on them on the approval dashboard screen:

  1. Log in to your Salesforce account.

  2. Go to  (App Launcher) > Launchpad > Approval Dashboard.

  3. A screen is displayed that lists all the approval instances for the logged-in user (if the user is an assignee or member of the queue) with the following details and the actions to be performed on them:

  4. Filter and Reset Filters- 

    • A default filter is added to the page. The filtering of the applications is based on APPLICATION, APPROVAL NAME, OVERALL APPROVAL STATUS, INDIVIDUAL APPROVAL STATUS, and QUEUE.

    • More than one filtering condition can be added. 

      All the applied filters can be removed by selecting the Reset Filters button.

  5. Sorting-

    • Columns can be sorted to list the application as per the requirement.

  6. - 

    • This option is enabled on all the pages except the first one.

  7. - 

    • This option is enabled on all the pages except the last one.

  8. Pagination- 

    • The approval dashboard page displays 5 reviewers at a time with the and options and the page numbers to go to the next or previous page. 

    • The number of reviewers to be displayed per page (up to 50) can be customized by selecting a value from the Show list.

    • More than 50 reviewers can also be displayed by selecting the Load More option, which is displayed when more than 50 reviewers are present in the org.

  9. Expand- 

    • Select this to know more about the approval instance, such as Overall Start Date, Overall Completed Date, Approval Review Group Type, and so on.

    Field Name Information
    Application This field represents the application reference id. On selecting this id, the user is navigated to the application dashboard.
    Name This field represents the Approval Definition Name as specified while defining the Approval Definition.
    Approval Type This field represents the approval process type specified while defining the Approval Definition. To know about the approval process types, see Approval.
    Overall Approval Status This field represents the status of this approval instance. To know how the status of an approval instance is generated, see Approval > Cadences.
    Overall Start Date This field represents the date and time when the approval review is started, i.e., when the approval review group is assigned.
    Overall Completed Date This field represents the date and time when this approval instance is reviewed by all the assigned reviewers and is either Approved, Rejected, or Conditionally Approved.
    Approval Review Group Type This field represents the ID of the reviewers' group to which this approval instance is assigned.
    Serial Number

    This field represents the serial number of the reviewer as specified while defining the Approval Definition.
    Queue

    This field represents the name of the approval queue to which the reviewer belongs.
    Assignee This field represents the name of the reviewer.
    Individual Approval Status

    This field represents the status of this approval instance as reviewed by the reviewer. 

    Note:

    The status can vary as per the reviewers. A reviewer can Approve the approvals instance, whereas another reviewer can conditionally approve it.
    Individual Start Date This field represents the date and time when this approval instance is generated. or when the approval instance is assigned to a reviewer.
    Individual Completed Date This field represents the date and time when this approval instance is reviewed by the reviewer and is either Approved or Rejected.
    Action

    For the approval instance that is without any assignee, the following action can be performed on it:

    • Assign to me - allows the user to assign the approval instance to self
    • Assign to user - allows the user to assign the approval instance to another member of the Queue
    Note:

    These options are visible only for the approval instances that are not yet assigned to any user for review.

  10. To assign the approval instance to a user:

    1. Go to Action > select , and then select Assign To User.

    2. In the Assign To User window, select for the User field.

    3. To select a reviewer from the list of available users in the queue, select the link icon for the reviewer name to whom you want to assign the approval instance. 

      Note:

      Users need to be added to the queue. To know how to add users, see Q2 Origination Administration Guide > Create Approval Queue.

    4. Select Save.

  11. To assign the approval instance to yourself, select Action, and then select Assign To Me.