Sunday, September 7, 2014

Multiple Approvers

TaskApproval tasks are included in automated workflows to obtain digital sign off on changes from the necessary approvers. A new feature has just been added that dramatically increases the flexibility of an organization's approval process.

Approval task assignment - BeforeThis is what the Assignment section of an approval task used to look like:

Approval task assignment - After
And here's what it looks like today:

Can you spot the difference?

It may not look like much, but this small button will make a lot of change managers very happy. When you click on the button, you can add another approver.

Approval task assignment with multiple approversThis person could, for example, act as a backup in case the primary approver is not available.

Once two or more approvers have been selected, the Required approvals field becomes available. In this field you can specify how many people need to have provided their approval before the status of the approval task gets updated to "Approved". This can be especially useful when a larger group needs to provide approval. Such approval groups can be maintained easily as approval task templates.

Approval task template for CAB approval
When an approver or change manager opens an approval task, it is easy to see the progress that has been made.

Approval task in View mode
Note also the link to the change summary PDF file. This link varies depending on the approver who is looking at the task. It makes it a little easier for the approver to find the change summary that was generated specifically for him/her.


  1. I would like to start with the change management module in ITRP, but I don't get the exact functionality of the checkboxes in the approverrs section within the Approval task. Are the roles with the checkboxes described in that section mandatory approvers, or can you also provide a number of approvers with only roles checked? Or does the number of approvers only apply to the approvers mentioned by name?

    1. When you open an approval task template in Edit mode, you can specify who needs to be asked for approval. This can be done by selecting one or more people and/or by checking one or more of the roles (e.g. change manager, service owner, requester's manager, etc.). When two or more people and/or roles have been selected, the Required approvals field automatically becomes available. By default, this field is set to '1'.

      To illustrate how the combination of selected people and roles might work, we can look at a specific scenario. Let's say, for example, that we have an approval task template in which the person 'Grace Weller' and the role 'Service owner' are selected as the approvers. When this template is used to create a new approval task, Grace Weller and whoever the owner is of the service that is linked to the change, will be linked as approvers. When the Required approvals field is set to '2', then they both need to approve the task in order for the workflow of the change to continue.

      But it may happen that Grace Weller is the service owner. In such cases, Grace will be the only approver of the task and ITRP automatically reduces the number of required approvals from '2' to '1'.

      Hopefully this answers the questions.