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CMiC has developed a streamlined electronic approval process for requisitions related to asset management. This workflow leverages the first line of the requisition details to determine the appropriate approval path, categorized by J, G, I, or E lines. The following is a detailed guide on the setup and execution of this approval process.
Setup - Enterprise and Cloud
Enterprise Setup
Ensure all necessary configurations are made within the Enterprise system.
Cloud Setup
The Tenant ID is required for Cloud setup.
Workflow Lookups and Notifications
Workflow Lookups for General Workflow Settings
Requisition Send Email Notifications
If set to "N" or left blank, the workflow ignores email notifications.
If set to "Y", email notifications are sent to each approver as the requisition reaches their stage.
Requisition Send Email Address
Set the value to the email address from which notifications should be sent.
Requisition Notify Buyer
The options are "Y", "N", or null. This determines whether the buyer is notified.
Requisition Approval Timeout
Set the number of days until the workflow times out if no approval is received. The original submitter will be notified upon timeout.
FYI On Approval Of Req To Buyer
If this is set to "Y", the buyer is notified once the requisition is approved. If it is set to "N", null, or no buyer is assigned, this step is ignored.
FYI On Approval Of Req To Submitter
If this is set to "Y", the submitter is notified once the requisition is approved. If it is set to "N" or null, this step is ignored.
Requisition Threshold Amount
This is a company-based workflow lookup. Set an amount in this lookup. This will introduce an additional approver if the requisition total amount is exceeded.
Workflow Lookups for Job-Based Approval Settings
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Requisition Job Approver 1
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Requisition Approver PM Role Code 1
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Requisition Job Approver 2
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Requisition Approver PM Role Code 2
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Requisition Threshold Approver - Job
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Requisition Approver PM Role Code 3
Workflow Lookups for Department, Equipment, or Inventory Based Approval Settings
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Requisition Department Approver 1
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Requisition Department Approver 2
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Requisition Threshold Approver – Dept
Activation and Workflow Execution
Once activated via the [Workflow] button, the system evaluates the first line of the requisition details to identify the requisition type (J, G, I, or E).
Buyer Notification
If the Requisition Notify Buyer field is set to "Y", the first approver will be the buyer listed on the requisition. If it is set to "N", null, or no buyer is assigned, this step is ignored.
Rejection Handling
If a requisition is rejected at any point, the workflow terminates, and an FYI notification is sent to the submitter.
Approval Processes
Job-Based Approval Process
The workflow seeks the following approvers:
Optional Job-Based Approvers
Requisition Job Approver 1
Requisition Approver PM Role Code 1
Requisition Job Approver 2
Requisition Approver PM Role Code 2
Mandatory Approvers
Requisition Threshold Approver - Job
Requisition Approver PM Role Code 3
At each level, job-based approvers are checked first. If no user is assigned, the PM role code is used to find a user. Approvers 1 and 2 are optional; if no user is found, the workflow proceeds. The threshold approver must have a user assigned if the requisition total exceeds the threshold amount.
Department-Based Approval Process
The workflow seeks the following approvers:
Optional Department-Based Approvers
Requisition Department Approver 1
Requisition Department Approver 2
Mandatory Approvers
Requisition Threshold Approver – Dept
Department-based approvers are checked at each level. Approver 1 and 2 are optional; if no user is found, the workflow continues. The threshold approver is required if the requisition total exceeds the threshold amount.
Equipment-Based Approval Process
The E-line workflow uses the department approval process. The home location department of the equipment is retrieved and used for approvals.
Inventory-Based Approval Process
The I-line workflow uses the department approval process. The warehouse location department of the inventory item is retrieved and used for approvals.