Implementation of the Product Database Approval Process
Introduction:
A structured product database approval process has been implemented to streamline data validation and ensure multi-step review before records are finalized. This system allows organizations to establish customized approval workflows (clarified with visual diagrams recommended), assign roles, and manage approvals efficiently.
Key Features of the Approval Process
Enablement of the Approval Process
A new setting, "Enable Approval Process," has been added under company settings.
Users can enable the feature and select the desired number of approval steps through a dropdown menu. By default, the process involves two approval steps.
Custom Fields and User Groups
The approval steps can be linked to specific product custom fields, which must be selected during configuration. To set up a new product database, visit this URL: installURL#setup/database/
User groups can be defined to assign approvers to each step. Each approver is responsible for reviewing data submitted at their assigned stage. In order to assign the approver to the user group, visit this URL: install/#setup/groups for setting up groups and go to the info page for assigning the approver level dropdown: 'Set the Approval Level.’
Language-specific approval assignments can be made, ensuring that data created in a particular language is routed to the appropriate approver assigned to the user group.
Workflow Options for Data Submission from Partner User:
Create Record: Creates the record in the account
Save Option: Saves the record in draft mode, allowing modifications until it is ready for submission.
Submit for Approval Option: Moves the record to a "Pending for Approval" status, making it visible to the first-step approver.
Approval Process Workflow
Step 1: Submission for Approval
The creator submits the record for approval.
The record appears in the "Pending for Approval" folder of the first-step approver.
The approver can either approve or reject the submission.
Approval: Moves the record to the next approval step.
Rejection: Moves the record to the "Rejected Records" folder.
Step 2: Second-Level Approval
Upon first-step approval, the record is sent to the second approver.
The second approver reviews the submission and can approve or reject it.
Approval: The record is finalized and moves to the "Approved Records" folder.
Rejection: The record moves to the "Rejected Records" folder.
Record Status Visibility
Approved records are visible in the "Approved Records" folder for both the approvers and the creator.
Rejected records are stored in the "Rejected Records" folder and are not moved further in the process.
Conclusion
The Product Database approval process introduces a robust mechanism for multi-step validation, ensuring accurate and reliable data management. This feature provides flexibility through configurable settings, language-specific workflows, and clear status tracking. Organizations are encouraged to leverage this process to enhance data accuracy and maintain control over database updates.
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