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Click the Create New Approval link on the Maintain Approvals window.
You see the Create New Approval dialog box.
Complete the options on the Create New Approval dialog box.
Click the batches and click the Add link.
Click Next.
The Approval Users tab appears. On this tab, you assign the approval to one or more users or groups. Both users and business groups can edit a given approval. Also, you can assign users from two separate business groups to the same approval and each user can edit the approval.
Complete the options on the Approval Users tab.
Click Finish.
You have created a batch level approval.
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Click the Create New Approval link on the Maintain Approvals window.
You see the Create New Approval dialog box.Enter the name of the approval in the Name field, and any comment about the approval in the Approval field.
Click the Entities/Clients button.
Select Entities or Clients from the drop down list.
You see the Create New Approvals dialog box - Entities/Client Level. A list of entities or clients appear, depending on your selection.Select the entities or clients.
Click Next.
The Approval Users tab appears. On this tab, you assign the approval to one or more users or groups. Both users and business groups can edit an assigned approval. Additionally, users from two separate business groups can be assigned to the same approval and each user can edit the approval.
Click the Users or Groups button.
You see a list of users or business groups to whom you can assign the approval.Select the users or business groups and click the Add link.
Complete the options on the Approval Users tab as described in the following table.
Click Finish.
| Info |
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If you select the Groups button, you can view the users in the Business Group. Select a business group, right-click, and select Show Business Group Users from the popup menu. A dialog box that displays the Users contained in the selected Business Group appears. |
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Option
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Description
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Approval Stage
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The approval stage defines where the approval resides in the workflow. Select one of the following options:
Before Run. The approval must be approved before the batch is run and imaged through the Advanced Reporting engine in the PACE Server.
After Run. The approval must be approved before the batch results are distributed to the receiving party, such as a print vendor, or email recipient.
Post Distribution. The approval must be completed before the batch is considered complete. If there is a third party involved in the distribution process and the approval has run, it needs to be completed before the batch is considered Complete. A pending post distribution approval does not prevent imaging or distribution, but it does prevent a batch from moving to a completed status.
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Approval Expires
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This option defines how often the approval update history is refreshed. Select one of the following options:
Every Run. Update approval history every run. Each time an approval record is created for a submitted batch, the approval must be approved.
Monthly. Update approval history monthly. If an approval record is created for a second time within a month, the approval status history is maintained. An approval with a Monthly expiration that was marked as approved in the initial run would start as approved when the approval record was created for the second time in the same month’s period.
Comment Required for Rejection. Select this check box if, at the individual approval level, an approval requires comments when its status changes to Rejected. Refer to Configure PACE for Client Reporting for details on system settings for required comments.
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User Defined Approval
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This field is optional. It allows you to enter a Visual Basic project and class that performs specific error checking functions, such as searching for key words within reports or comparing numeric values from one report to another. Through use of this class, you can reduce the amount of time you spend reviewing reports. For example, you can create a class to search for the word “unknown” within reports. Or compare the Total Market Value from one report in the package to another. The Visual Basic project that contains the class (the associated DLL file), must be registered on the PACE server for the error checking functionality to run successfully.
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Define Approval Notification List
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Defines a list of contacts that should be notified when an approval status changes.
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Approval Due Date
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Specifies a due date for the approval, and, if you define an approval notification list, sends email notifications to recipients when the approval moves past its specified due date.
Options - Create New Approval Dialog Box - Approval Users Tab
Click Finish.
You have created an entity or client level approval.
Create Criteria Based Approvals
Criteria based approvals are You have created an entity or client level approval.
Create Criteria Based Approvals
Criteria based approvals are approvals that include rules for automatically determining which entities or clients are included in a batch. This makes it easier to manage new entities and clients as they are added to the system.
To create a criteria based approval:
Click the Create New Approval link on the Maintain Approvals window.
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You see the Create New Approval dialog box
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.
Click Custom Entities Filter
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(to create a criteria based approval at the entity level
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) or Custom Clients Filter
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(to create a criteria based approval at the client
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leve)l.
Click the Define Custom Filter link.
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You see the Custom Filter dialog box
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.
If you selected the Custom Clients Filter button, the Custom Filter dialog box displays field attributes created against the CLIENT table in the Field section of the dialog box.
If you selected the Custom Entities Filter button, it displays the field attributes created against the ENTITY table in the Field section. Double click a field to select the field. If a field is configured with a reference code, the code values are displayed in the Value section of the dialog box.Use the fields and code values with arguments and operators in the key pad to define the criteria based approval
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.
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Note:
Use “C” to clear a selection and “AC” to clear all your selections. Click OK when you are done defining criteria based approval.
Data that meets the filter criteria is displayed on the Create New Approval dialog box and you can select from the following links:
Edit Custom Filter. Allows you to edit the criteria based approval.
Clear Custom Filter. Allows you to clear the criteria and redefine the criteria based approval. You cannot save the approval without defining the criteria.
Evaluate Custom Filter. Allows you to preview the clients or entities in the approval via the Entities/Clients dialog box. See
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Preview the Entities and Clients for more information.
Click Finish.
The entities or clients that match the criteria are automatically included in the approval when the batch is submitted for processing.
The next section describes how to preview the entities and clients specified in a criteria based batch. If the list is not what you expect, you can modify the criteria until the clients or entities are included.
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You can customize the columns on the Clients/Entities dialog box using the Configure Fields link. Click this link to display the Configure Fields dialog box.
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To select a field for display in the Entities/Clients dialog box:
Double-click the field in the left pane of the Configure Fields dialog box or select the field and click the right arrow button. To select all fields, click the right double arrow button.
Click OK to save the field selections.
To remove a field from display within the Entities/Clients dialog box:
Double-click the field in the right pane of the Configure Fields dialog box or select the field and click the left arrow button. To remove all fields, click the left double arrow button.
Click OK to save the field selections.
To re-order fields:
Select the fields in the right pane and use the Move Down and Move Up links to change the order of the selected fields.
Click OK to save the field selections.
Create Dynamic Approvals
Dynamic approvals provide an easier way to synchronize the entities or clients in a batch and the entities or clients in an approval. When an approval is created and you select the Dynamic Batches button, the batches in the system are displayed on the dialog box.
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Create New Approval Dialog Box – Dynamic ApprovalsYou select batches for a dynamic approval. However, a dynamic approval is executed for the entities or clients contained in the selected batches.
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The Approval Dependencies dialog box displays approvals defined against the current batch, as well as those defined directly against the entities or clients contained in the batch.
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Dynamic Approvals – Approval Dependencies
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To retrieve the dynamic approvals associated with the batch, click the Fetch All button. Like other approvals, dynamic approvals can have their Order value set or they can be ignored from the current batch.
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Dynamic Approvals can also be defined against a criteria based batch. The Approval contains the entities or clients that meet the criteria specified in the selected batch.
Configure Approvals
You configure approvals via the Configure link on the Maintain Approvals dialog box.
Click the Configure link on the Maintain Approvals
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dialog box.
You see the Configure dialog box.
On the Maintain Approvals tab, you configure settings for the approvals displayed on the Maintain Approvals window.
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Configure Dialog Box
The following table describes the options on the Maintain Approvals tab.
Option | Description |
Use this Custom View | Select a custom view for display, if defined. |
Filter Approvals by Type | This option allows you to filter approvals on the Maintain Approvals window by entity, client, batch, and dynamic batch. |
Filter Approvals by Stage | This option allows you to filter approvals on the Maintain Approvals window by stage. The approval stage defines where the approval resides in the workflow. |
Filtering Approvals by Expiration | This option allows you to filter approvals on the Maintain Approvals window by approval expiration. The approval expiration defines how often the approval update history is refreshed. |
Filtering Approvals by Update Date | This option allows you to filter approvals on the Maintain Approvals window by update date. |
Displaying Only My Approvals | This check box allows you to display only your approvals on the Maintain Approvals window. |
Displaying Approvals Assigned to Me | This check box allows you to display approvals that are assigned to you on the Maintain Approvals window. |
Page Size | From this drop down list, you can specify how many items you want to display per page. |
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General Tab
The General tab in the Configure dialog box has a number of settings that apply to all Client Reporting functions.
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Configure Dialog Box - General Tab
The following table describes the options on the General tab.
Option | Description |
Use this as a Startup View | From this drop down, specify which window you want to view on start up. |
Client Identification | The Client ID and Client Display Name check boxes allow you to display the client ID and client name on windows for identification purposes. The Display contacts using this color link allows you to display contacts in a different color for easy identification. The Select an additional Client column drop down list allows you to display additional client related columns. |
Save Most Recent Settings when Closing | When this check box is selected, your most recent settings are automatically saved when you log out of Client Reporting. |
Enable the Troubleshooter/Trace Window | Select this check box to display the Troubleshooter dialog box for troubleshooting assistance. |
Resetting All Settings | When this button is selected, your saved preferences, including window filters and sort settings, grid control settings, and default view settings are automatically reset |
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