Using an approver lookup table allows you to configure a lookup file that will reference fields on the project.
Approver lookup tables can populate approvers based on field match values to project fields. It is much easier to update and maintain the approver lookup tables than it is to manage individual conditions.
Approver lookup table files can be complicated, so it’s recommended that if you choose to use them, you are familiar with Microsoft Excel and its functionalities.
For example, you can create a rule in the approver lookup file that would assign jsmith as the approver when the Supplier field is set to ABC Corp. You can also use them for Contract Workspaces, such as adding the legal department if the contract amount is between $50,000 and $100,000. By adding this to the lookup table, the system will automatically check the lookup file, compare it to the project fields, and add approvers wherever the fields match the lookup file.
Using Approver Lookup Table Field Values
| Term | Definition |
| Field_Name | Each column represents a project field. Enter a value in the cell that you want to compare with the value for this field in projects created from this template. |
| Approver_Type | Represents the type of approvers to be added and will be one of the following values: User, Group, ApproverList, or ApproverFieldPath. |
| Tooltip | Contains text for the system to display when users mouse over the node in an approval flow. |
| Required | Specify TRUE to add the approvers in this row as required approvers; specify FALSE to add the approvers as watchers. |
Defining the Types of Approvers in Approver Lookup Tables
| Approver Types | Description |
| User | Specify one or more users by user ID, separated by colons. |
| Group | Specify one or more groups, separated by colons. |
| ApproverList | Specify multiple user IDs or unique group names, separated by colons. Users in a list are added to the approval flow as a single approver. Only one approver needs to approve. |
| ApproverFieldPath | Add an approver based on a field path relative to an object specified in a column of the approver lookup table file. This approver type is useful if you have custom master data that includes a user or group as a subfield. SAP Ariba Customer Support must approve all field paths used in approval rules. |
Approver Lookup Table Example – Commodity Code
| Commodity | User | Tooltip | Required |
| ‘12 | jsmith | John Smith needs to approve when Commodity is 12 - Chemicals | TRUE |
In this example, John Smith is added to the approval flow if the project's Commodity field is 12, which maps to commodities. The apostrophe before the 12 forces Microsoft Excel to store the data as text.
Approver Lookup Table Example – Multiple Field Values
| Region | User | Tooltip | Required |
| EMEA - Spain | jsmith | When Regions is USA, add jsmith | TRUE |
| EMEA | sjohnson | When Regions is EMEA, add Susan Johnson | TRUE |
In this example, John Smith will be added when the region is set to EMEA-Spain and Susan Johnson will be the approver for all other EMEA regions. The approver lookup table evaluates the rules in the file in order and will add the approver that matches the first rule. The system will check the Regions field. If it is set to Spain, it will add John. If it’s set to EMEA, the system will continue reading the rules until it stops with Susan.
As a best practice, adding more specific entries first and getting less specific as you move down the list is recommended.
Summary
- Configure approver lookup tables to match project fields and automatically assign approvers based on predefined rules.
- Utilize Microsoft Excel to effectively create and manage complex approver lookup table files.
- Define approvers using specific types like User, Group, ApproverList, or ApproverFieldPath for tailored approval flows.