Approval roles

An approval role is a job title that signs off, such as General Manager. An approval route or a process task names the role instead of a person, so when people change you update the role once and every route keeps working.

Before you start

• You need the Process - Manage Approval Roles permission to change roles. Process - View Approval Roles lets you see them.

• Installing a process pack from Projects › Process Settings adds the usual roles for your industry, with nobody in them yet.

Give people a role

1. Open Projects › Approval Roles.

2. On the role, choose a person in the list and select Add person. Add as many people as share the role.

3. To take someone out of the role, select the × next to their name.

A person can hold several roles. Roles do not change what anyone can see or do in the system: that stays with their permission group. A role only decides who approves.

Add your own role

At the bottom of the page, type a short Code (lowercase letters, numbers and _), the Name and the Name in Arabic, then select Add. Switch a role off with its switch to stop using it.

How approvals use roles

• When an approval reaches a role step, everyone holding the role is notified, and any one of them can approve or reject.

• Nobody approves their own request, even if they hold the role.

• A role with nobody in it keeps the approval waiting. The page marks such roles with Nobody holds this role yet. Add a person and the waiting approval moves at once.

• Delegation still works: if a role holder delegated their approvals to someone, that person can act for them.

Common questions

The award approval is stuck. Its route waits on a role nobody holds. Open Approval Roles, add the right person to the role, and they can approve straight away.

Can I rename a role a pack added? Yes, change its name freely. Its code stays, because the pack's routes look the role up by its code.