If the workflow is designed for specific existing entities – these entities can be specified using a pre-configured saved search.
For Example:
Workflow 1
All US entities will go through to Approver X
Workflow 2
All UK entities will go through to Approver Y
Or
Workflow 1
All Private companies will go through to Approver X
Workflow 2
All Public companies will go through to Approver Y
(For more information on searching in GEMS see the Advanced Search Tutorial)
Please note: Saved Searches cannot be deleted while assigned to an Approvals Workflow. Only Admins or the user that created the search may edit the search and will receive a warning message when doing so, indicating the search is being used in an Approvals Workflow.
Once specified, select whether all individuals submitting changes or specific submitter changes should undergo approvals.
If only specific submitters are to undergo the approvals process, they can be specified either on an individual user basis or by using an Internal Contact Type.
Once submitters have been specified select “Next” to proceed through the wizard and specify who will act as approver(s).
Select the Internal Contact Type that will serve as Approvers for the changes lodged against all entities.
If additional Approval Groups are required to approve data, Add New Approval Level and select the 2nd Internal Contact Type that will serve as 2nd level approvers.
Select the Business Entity Screens that will be subject to approval. This will encompass any Adds, Edits, or Deletions of data from the respective screens.
Decide whether supporting documentation is required for all sections selected, targeted sections selected, or not required at all.
If left as Not Required, Submitters will still be presented the option to upload documents with the Approval request.
Please note: Even if supporting documentation is not set as a requirement, Submitters will still be presented with the option to attach these if they wish.