Given the importance surrounding control of the information added to GEMS, configurable approval workflows make it possible to nominate Users within GEMS to act as approvers before new entities go live within the database.
Applying Workflow for All-New Business Entities
To begin set up, select “New Business Entities”, and ensure this workflow is set to apply approvals to “All” new business entities.
Once specified, select whether all or specific submitters should undergo approvals when entering new business entities.
If only specific submitters are to undergo the approvals process, they can be specified on an individual user basis.
Once submitters have been specified select “Next” to proceed through the wizard and specify who will act as approver(s).
When a Workflow is designed to be run for new entities being entered into GEMS, as no internal contact types are assigned yet, individual approvers will need to be initially selected.
Once the entity is approved and live, then Internal Contacts may be added to approve additional changes to the entity’s data.
Multiple Approvers are able review submissions, in addition by selecting “Add New Approval Level”, multiple approvers per level specified – the Add New Approval level means the 1st level approver or approvers must approve the entity before the 2nd level approver or approvers are engaged in the approval.
If an approver at any level rejects the approval the rejection will be returned to the submitter for correction.
The final step before activating the workflow is to set supporting documentation as mandatory or not; if mandatory, the Submitter must attach a document to the New entity request (e.g. Articles of Incorporation / Certificate of Formation, etc.).
The workflow can then be activated.
Please Note: Even if supporting documentation is not set as a requirement, the option to do so will still be presented to the Submitters.