Approver Groups

Approver Groups are groups of users to whom event, room, and/or resource requests are routed for approval. Each Approver Group can include one or more users and one or more specific event request forms, rooms, or resource groups.

When a request is routed from a specific request form or for a specific room or resource, all users in the appropriate Approver Group will receive a request entry in their Notification List. Only one user is required to approve the request. Learn about the Differences Between Notification and Approval Groups.

 

Create Approver Groups

  1. Click either the Events or Settings tab.
  2. Click Approvals and Notification Groups.
  3. A list of Approver/Notification Groups is displayed.
  4. Click Add a Group.
  5. Select Approver from the drop-down list
  6. Click OK.
  7. Enter a Name for the group.

    Be sure to include in the group title whether the group is an approval or notification group as this information is not visible elsewhere (e.g., Approver - Classrooms). 

  8. Click Add User to browse a list of application users.
  9. Select a user from the drop-down list.
  10. Click Save to add them to the user list on the Approver Group form.
  11. Repeat as needed.
    If more than one user is in an approver group, only one of the users needs to approve the request.
  12. To set up an approver for an Event Request Form, click the + button on the Event Form section and place a check in the box next to any event form that should be able to be approved by users in this group.
  13. To set up an approver for a room or group of rooms, click the Add Rooms button. Choose if you want to group by Region or Building and select your Campus, Building/Region, and individual Rooms. You can stop at any one of the drop-down menus, depending on the level of granularity you want in your Approver Group.
  14. To set up an approver for a resource or group of resources, click the + button on the Resource Group section and place a check in the box next to any resource group that should be able to be approved by users in this group.
  15. Click Save.

 


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Comments

2 comments
  • "If more than one user is in an approver group, only one of the users needs to approve the request." 

    Does each user under the Add User section have to be also added to the Email section to receive notification emails?

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  • We really appreciate this question, Sabrina. To help clarify, not necessarily. Users under the 'add user' area are assumed to take action on the approval request within the application, either through the in-app notification/approval area or via the external notification email. Placing individuals within the email notification area does just that; notifies individuals listed in that area of event details associated to that specific approval group's logic of event details. These individuals may not need to or have the permissions to approve these events and therefore are simply receiving a 'heads up'. Some may not even be users within the application. Lead practice recommends individuals needing this level of awareness, without the need to approve, to be built within appropriate Notification groups. Approver and Notification groups share a similar GUI/front-end screen.

    Please let us know if we can help further. Thank you.

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