Admin Actions

In an ideal approval situation, only the assigned approval authority approves the request. However, Admins have the authority to approve a request on behalf of an approver at each stage of the approval process.

Whenever the approval status is pending a specific approval, the admin can approve, reject or notify the approver.

Approve on behalf of an approver

1. If approver one is pending, and admin approves -
2. Admin gets added as a new approver after approver 1, and the status will be "Approved on behalf of approver 1".
3. Approval update and action required notifications for approver 2, admins, and requestee will get triggered accordingly.
4. The same logic holds for the rest of the approvers.

Reject on behalf of an approver

1. If approver 1 is pending and admin rejects it -
2. Admin gets added as a new approver, and the status will be "Rejected on behalf of approver 1."
3. Rejection notifications for other approvers, requestee, and admins will be triggered.
4. The status of the request changes to "rejected" on the "All Requests" page.
5. Any stage of rejection will reject the complete request process.

Override rejection

Admins will have the right to override the rejected request from any of the rejection stages. Admin will see the option to override rejection, and once they reject, "approval update" and "action required" notifications for the next approver, admins, and requestee will be sent.

Add New Approvers

In the process, there is also an option to add new approvers to the default approvers list. The names can be searched within the organization, and the selected approver can be dragged and placed anywhere among the list of approvers.

Once done, the notifications are sent to all the stakeholders assigned.

Role-based Approvers

We have the option to add approvers based on roles as well. It can be configured in the "automation rules" section of the workflows. In the approver summary, "roles or approver" can be added by selecting the required role/approver from the dropdown.

Notes should be added that admins will be notified to add approvers in case of role unavailability. Saving it triggers the rule reflected on the "request summary" page.

Provisioning and De-provisioning

Once all approvers approve a request, the task owner will be notified to add the user(s) to the application, post which they can mark the task as completed.

Doing this will ensure that the employee is added to the application's list of users and that the assigned license is also mapped to the user for the admins to monitor going forward.

Changelog

The employee has to keep track of the changes in this process. Hence Zluri introduces a change catalog. The employee can see all the updates on the request made. 

The approval and rejection from the higher admins, the change in the duration of the basic detail of the license, and the comments added by the admins are all displayed so that the employee is always kept updated on the request's status. 

Click on View Changelog to view the details: