Approval matrix
An approval matrix definition is composed of two areas:
- The input parameters
Which together with the matrix name define the matrix interface. When this matrix is used in a workflow, values for all input parameters must be provided.
- The matrix rules
Which is the set of rules to be evaluated on the input parameters to determine the distribution chain.
Example 1
This table shows an example of a workflow approval matrix:
| Parameters to check | Distribution | |
|---|---|---|
| Type | Amount | |
| Clerks | ||
| = 'Project' | > 100 | ProjectManager |
| <> 'Project' | > 100 | TeamManager |
| > 1000 | Director |
The first Task is distributed to the people having the Clerks role. This Task is always created, independent of the Type and Amount. If the clerk who picks up the Task clicks , the Approval Chain is completed. If the clerk clicks , the conditions for the subsequent rows are checked.
For example:
- If Type = Project and amount is 250, the approval sequence is: Clerks - ProjectManager.
- If Type = Training and amount is 10,000, the approval sequence is: Clerks - TeamManager - Director.
Example 2
In the previous use case, the first row guarantees that at least one approval Task is created. The following table shows an example of an approval matrix where sometimes no Task is created. This can be used to automatically approve, for example if the amount is low.
| Parameters to check | Distribution | |
|---|---|---|
| Type | Amount | |
| = 'Project' | > 100 | ProjectManager |
| <> 'Project' | > 100 | TeamManager |
| > 1000 | Director |
The parameter selected on the Approval Actions tab can have Approved as its initial value. In that case, if the amount is 100 or less, no approval Task is created, and the parameter keeps the Approved value.
Example 3
To avoid that no approval Task is created, you can use a fallback approver. In that case, complete these steps:
- Ensure that the parameter that is selected on the Approval Actions tab, such as Result, has a value other than the approved or rejected value. For example, Initial.
- Add the Result parameter as a parameter to check.
- At the end of the approval matrix table, add a row that checks whether the Result parameter still has its initial value.
This table shows an example:
| Parameters to check | Distribution | ||
|---|---|---|---|
| Cost | Region | Result | |
| = 'c1' | CentralOffice | ||
| <> 'c1' | North | NorthOffice | |
| <> 'c1' | South | SouthOffice | |
| = 'Initial' | Controller |
A Task is created for the controller. For example, if the CostCenter is c2 and the Region is East.