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Coupa Success Portal

Managing Dynamic Approval Workflows

Dynamic Approval Workflows can be configured to route an assessment to one or more approvers, specify the steps necessary for an assessment to be approved and who must approve it at each point of the assessment process. Several options are available in the application to support more robust Dynamic Approval Workflows in complex business flows.

Dynamic addition of approvals based on assessment results is accomplished by including a combination of one or more instances of two special components in programs (Admin tab > Program Management section > Program Component Library link > Add New Component button > ‘Component’ dropdown field):

  • Add Organizational Approval component
  • Dynamic Final Approval component

These components trigger the designated approvals based on response criteria in the program and assign the designated approver for each mid-level and/or final approval.

Add Organizational Approval Component

The Add Organizational Approval component provides the ability for program architects to configure additional dynamic serial and parallel mid-level approvals in support of complex business process and approval flows. This is accomplished via a combination of performing program configuration and including components in the program. This component dynamically adds organizational approvers either on evaluation submittal, first organization approval or last organization approval. Approvals can be configured as required or conditionally required based on a line or component score (Admin tab > Program Management section > Program Component Library link > Add New Component button > ‘Component’ dropdown field > Add Organizational Approval selection > ‘Score of Score Values’ to Compare dropdown) computed in the assessment. Conditional approvals will only be added to the workflow when the specific condition is met.

Both sequential and parallel mid-level approvals can be dynamically added to a program workflow. The Last Organizational Approver option (Admin tab > Program Management section > Program Component Library link > Add New Component button > Event Condition dropdown field) provides the ability to define sequential organizational approvals.

Dynamic approver assignments can be configured using assignment defaults (defined for the program workflow), groups or individual users. This component also uses a configuration file that provides the capability to upload a spreadsheet that identifies setup code type, setup code value and any number of group or user approval levels. This configuration file, in conjunction with any single select setup dropdown code determination on the enrolled object, will result in the appropriate user or group dynamically added to the evaluation flow.

Component Configuration

RA - Organizational Approval Component.png

Dynamic Final Approval Component

The Dynamic Final Approval component (accessible via the Admin tab > Program Management > Program Component Library link) provides the ability for Program Architects (PAs) to configure additional dynamic final and organizational approvals following the standard “final” approval in support of complex business process and approval flows. Approvals can be configured as required or conditionally required based on a line or component score calculated in the assessment. Conditional approvals will only be added to the workflow when the condition is met.

Sequential mid-level and final approvals can be dynamically added to a program workflow. When more than one Dynamic Final Approval workflow component is embedded in the program, each approval determines the order of the program approval flow.

Dynamic approver assignments can be configured using assignment defaults (defined for the program workflow), groups or individual users. This component also uses a configuration file that provides the capability to upload a spreadsheet that identifies setup code type, setup code value and any number of group or user approval levels. This configuration file, in conjunction with any single select setup dropdown code determination on the enrolled object, will result in the appropriate user or group dynamically added to the evaluation flow.

When the Apply Organization Assignment Default checkbox is indicated, the mid-level approver (Organization Manager) is input into the approval workflow. This added functionality enables the user to account for the full assignment default within one component.

If the Apply Organization Assignment Default checkbox is indicated, then the Use Assignment Defaults checkbox must also be indicated to initiate use of the assignment defaults from the start.

Component Configuration

Admin tab > Program Management section > Program Component Library > Dynamic Final Approval Component

Assignment Default Setup Code Options

Approver users and/or groups can be assigned via setup data. An Excel-based hierarchy configuration file can be used to define approver assignments. Assignment defaults now provide the option to set the evaluator, organizational approver or final approver based on these setup data definitions. When the enrolled object has any setup value component (dropdown, checkbox, radio box), the assignment default setting is used to look up the code value(s) for the enrolled object and employ the assigned group or assigned user set on the code (the individuals and user groups that are assigned for setup data conditions mapping). The assignment defaults use group assignments first and if a group is not assigned, then the assignment defaults to a specific user.

Configuration File Format

The Excel file configuration for Approver Assignments should be setup with the following data column headings:

  • TypeCode
  • DataCode
  • ApprovalGroup1
  • ApprovalUser2
  • ApprovalUser3

The TypeCode and DataCode refer to the setup data entries that define the approval structure (i.e., country, cost center, organization structure).

Note also, the following:

  • “Shared” approvals are generated for each group or user set on the code
  • The syntax for the definition of assignments in the configuration file (where [n] defines the approval level and equates to the Approval Level from Hierarchy configuration option in the workflow components) are:
    • Group: ApprovalGroup[n]
    • User: ApprovalUser[n]

Visualization of Dynamic Workflow

Workflow visualization provides a graphical representation of program workflow and status for a given enrolled object. Visualization depicts the entire workflow for the program, the owner of each step in the workflow and the status of each step. As approval Event Conditions are met and approvals are added to the evaluation workflow, workflow visualization dynamically updates to reflect updated workflow.

Sample Use Case

The following depicts an example of dynamic workflow visualization for a program that has been configured with one approval. Conditionally, based on responses in the assessment, parallel mid-level approval and additional final approval can be added to the workflow. The mid-level approvals can be added upon “Submit.” The additional final approval can be added following approval by the initial final approver.

  • Dynamic Mid-Level Approvals - If the computed score for the risk area = 100, then mid-level approval is required for that risk area (multiple parallel mid-level approvals required).
    • If Management Consulting Risk is present (line score = 100), then mid-level approval is required.
    • If Business Continuity Risk is present (line score = 100), then mid-level approval is required.
    • If Information Risk is present (line score = 100), then mid-level approval is required.
    • If Reputation Risk is present (line score = 100), then mid-level approval is required.
  • Dynamic Final Approval - If the project is confidential (line score = 100), then additional final approval is required.

Program Configuration

The program was initially configured with single approval – assignment defaults configured to assign the same users as both the organization and final approvers.

  • Program tab > View Program page > Assignment Default section:

  • Dynamic mid-level approvals configured based on risk presence and triggered based on either the line score or the component score for the associated risk area (Screenshot: Program tab > Program Wizard Step 3):

Management Consulting

(Screenshot below: Program tab > Program Wizard Step 3, Item # 1.2 expanded from screenshot above)

  • Dynamic mid-level approval required when Management Consulting = 100 (Screenshot below: Admin tab > Program Management section > Program Component Library link > Add New Component page)

Information Risk
  • Line score computed by aggregating a maximum of 2 components (Screenshot below: Program tab > Program Wizard Step 3, Item # 1.3 expanded):

  • Dynamic mid-level approval required when Information Risk = 100 (Screenshot below: Admin tab > Program Management section > Program Component Library link > Add New Component page)

Business Continuity Risk

(Screenshot below: Evaluation once the specific Program is launched)

 

  • Dynamic mid-level approval required when Business Continuity Risk = 100 (Screenshot below: Admin tab > Program Management section > Program Component Library link > Add New Component page)

Reputation Risk

  • Dynamic mid-level approval required when Reputation Risk = 100 (Screenshot below: Admin tab > Program Management section > Program Component Library link > Add New Component button)

  • Dynamic final approval configured when the project is a confidential project (Screenshot below: Program tab > Program Wizard Step 3, Item # 1.1):

 

  • Application Cycle number (The order in which the final approvals trigger) set to 1 in order to run following the first final approval, 2 after the second final approval, etc. (Screenshot below: Admin tab > Program Management section > Program Component Library link > Add New Component page):

On Program Launch – Internal Evaluation Pending

On Submit – Internal Approval Pending (Mid-Level Approvals)

On submit, the dynamic approval conditions for mid-level approvals are evaluated. Based on the response (All scores = 100), five parallel mid-level approvals have been added.

The following screenshots are visual aids with respect to the approval assignments / where the approvals go:

Management Consulting assignment: Contract Clause Approval Group (screenshot below)

Information Risk assignment: Erik Frankford (screenshot below)

Business Continuity Risk assignment: DW Test Group 02 (Group assigned as the approver based on the response to the Country UDF indicated in Setup Data; screenshot below)

  • Configuration File (Hierarchy file driving the assignment)

  • Setup Data UDF for Approval Hierarchy (Hiearchy file; Admin tab > Configuration Data Management section > Data Dictionary Management-Field link)

  • UDF is populated with

Reputation Risk assignment: Admin View ActionItems Group, Dane Knight

 

Following are workflow screenshots and depictions of the addition of Dynamic Approvals based on component configurations and assignments:

 

The following screenshot displays the parallel organization approvals that were dynamically added:

Mid-Level Approvals Complete – Internal Approval Pending (Pre-configured Final Approval)

See also:

  • Administering programs
  • Program Status
  • Evaluation Status

Pre-configured Final Approval Complete – Internal Approval Pending (Dynamic Final Approval)

 

Dynamic Final Approval Complete – Program Status = Complete

 

Notifications

There are two standard emails that are sent as part of the dynamic approval workflow:

  • Workflow Approval Notice Add

  • Workflow Final Approval Notice Add

An explanation/reason for the email notification can be configured in both of the dynamic approval components (Admin tab > Program Management section > Program Component Library link > Add New Component page).

The custom email tag !GROUPMESSAGE! is included in the body of each of these emails to carry the message forward into the notification.

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