Conditions are specific requirements that must be met in order for an Approval Group to be triggered, and assigned to a Request.
Since it is possible for a Request to meet the Conditions of multiple Approval Groups, it may need the final approval from more than one group before it is fully approved. This creates greater flexibility and allows teams to automatically loop in certain approvers based on the details of the Request.
Note: It's important to be aware when multiple groups are being triggered to ensure it is intended, and not creating extra work for your Approvers.
Types of Conditions
Using the Request Type Condition allows you to restrict which types of Requests an Approval Group will be responsible for. If a Request Type Condition is not selected, the group will be responsible for any, or all, Request Type(s) by default.
- Request for Order
- Request for Expense
- Request for Travel
When the same Approvers are needed within multiple Departments or Locations, creating a Condition to include all of these Departments within a single Approval Group can simplify changes, and save time. Similar to the Request Type, if a Department Condition is not selected, the Approval Group would apply to any, or all, Department(s).
The Account Code Condition is best utilized when trying to create an additional level of approval for certain types of order items, or if you only need an Approval Group to review Requests when certain budgets are being affected. The Approval Group will be triggered if there is an item within the Request with an Account Code that matches the Condition. If you do not want to utilize the Account Code Condition it can be left as is in order to include any, or all, Account Codes.
Likely the most flexible of all, the Custom Field Condition creates the ability to trigger certain Approval Groups when specific Custom Field options have been selected within an Order Request. Currently, the "dropdown" and "checkbox" Custom Field types are supported. To opt out of using this Condition within a group the field can be left as "Any", in order to include all Custom Field possibilities.