Supervisor chain rules allow you to create a series of rules that will automatically add the supervisor of a user if the condition to do so is met.
To enable supervisor rules, additional pieces of information need to be configured, including importing user financial limits in the Data Import/Export area of the system. This file allows you to specify the approval limits for certain users. For example, John Smith is a contract approver but only has the authority to approve contracts under $500,000.00. If the value of a contract is over $500,000.00, John’s financial limit will have been reached, and his supervisor will automatically be added to the approval flow for that contract.
These rules will only work if all users added have a supervisor associated with their user profile and the Import User Financial Limits file has been imported with values for each of the users added. You may also want to request the creation of a new field, as the only field available by default is the Owner field. For example, you might create a field called Contract Approver, and you can select a user when creating a project. Once that user is selected, the supervisor rule will reference that field and apply the user’s approval limits.
How to Create Supervisor Rules
To create a supervisor rule, you can do the following:
- Configure user financial limits and set supervisors on each user involved.
- Add a new approval rule in parallel or serial.
- Give the rule a title. For example, Sourcing Project Supervisor Rule.
- Optionally add a condition. For example, you might only need supervisor rules when the Department is set to Legal.
- Go to the Action area.
- Select Add Approvers and Groups.
- For the Action menu, select Add Supervisor.
- In the Parameters area, select the appropriate field for the Add Supervisor of field. This field specifies the user whose supervisor will be added and may be a custom field you request be created. You can select additional fields by clicking the select link and choosing an available field.
- The supervisor’s approval will be required by default, but you can choose to make it not required by unchecking the Approval Required box.
- You can also specify a reason, such as ‘You have been added to the approval flow because you are the supervisor of the user in the project field’.
- You have completed the process if you do not want to create a chain supervisor rule. Choose Done to complete the rule.
- To chain the approval rule, choose Action → Chain this rule.
- A Base Rule and Chain Rule tab will appear.
- On the Chain Rule, specify a condition when this chain rule will apply. If left blank, supervisors will be added until a user with no supervisor is added to the approval flow.
Summary
- Automatically adds the supervisor of a selected user as an approver.
- Supports chain rules that repeatedly add supervisors as approvers.
- Supports financial approval limits.
Requirements:
- All users must have a supervisor associated with their user profile
- "Import User Financial Limits" file has been imported (specifies the approval limits for certain users)