2. Select one of the following:

Sequential Release: This will send an email to each of the approvers in sequential order by dollar amount, from the lowest to highest. The dollar amount of the order will determine how far into the approval list this process will go. The last approver will have an approval amount greater than the order total. Each of the involved approvers must proceed to Order Tracking and approve the order in sequence. All approvers will see an "Approve" button when going to release the order. After an approver has approved the order, then next approver on the list will be notified by email that an order in Order Tracking is pending their approval. The last approver (ie the one with the first highest approval amount greater than the total order, not necessarily the last approver on the workflow) will see a "Release" button. After the last approver has released the order, the order will get placed.

Highest Approver Only: This will require only the approver who has the approval amount greater than the order total to approve the order. An email will be sent to this single approver notifying them that an order is pending their release. The user must proceed to Order History & Tracking to release the order.

3. (Optional) Enter a dollar amount in the "Max Order Amount Without Approval" field. This is the highest total order amount the user can order without any approval when the user has this workflow selected in their profile. This field is optional; leaving it blank will cause all orders to need at least one approval.

4. (Required) Enter up to 10 approvers and the maximum dollar amounts each approver can approve for this workflow. Approvers must be listed in ascending dollar amount order (i.e. from lowest to highest). You can use the Search button to search for login names. It is required that each approver has a valid email address entered in their profile in the User Settings and Permissions section.

5. (Optional) Enter an override approver; this approver will have the ability to release an order that is higher than the highest dollar amount listed in this workflow. This field is optional; leaving it blank will cause the system to restrict an order from being placed for an amount greater than the highest dollar amount listed on the workflow.

6. (Optional) If desired, check the box "Bypass this workflow if all items on the order are contract items."

7. Click the update button to save your changes.

Note:Selecting to use a tiered approval workflow on a user's profile in the section labeled "Workflow Settings" will cause any settings in the section labeled "User Permissions" on the User Profile page, to be overridden.

Detailed Workflow Help

Setting up a workflow will enhance your ability to track orders being placed on your account. The workflow can have up to ten approver levels for each user. Each user can be linked to only one workflow, but all users can share the same workflow. The system can still be used with a single order confirmation email if desired, but not recommended.

To set up a workflow follow these steps:

From the User Profiles>Edit User Profiles page navigate to the Tiered Approval Setup section. The Search button will take you to the Approval Template Page.

From the Approval Template page you can Edit an existing workflow, click Choose to link to a user or Create New Template.

When you create a new template follow these steps:

·        Click Create New Template for the Approval Template page. This will take you to the Approval Setup page.

·        Enter a name for the workflow in the Workflow Name field. This can be any name such as the user who will be linked to it, the department it is for, or even a number like 1. This is a required field.

·        Max Order Amount Without Approval field is where you can enter a dollar amount that will allow the user to place orders up to that amount without requiring approval. This field is optional. If it is left blank all orders placed will require an approval before they are released.

·        Approvers and $ Amount fields. There are ten fields where you can enter approvers and the maximum dollar amount they can approve. Click Search to be taken to your list of users from the Current Users list. For every user entered a maximum dollar amount is required. Example: Joe North $100, Jane East $200, Dave West $300, "

·        Max. Tier Approver field is an optional field that allows a single user the power to approve and release any order amount. Example: If this field is left blank and the highest approver is $500, an order for $501 or more will be rejected by the system. If this field has a name in it, the system will email this user for approval of the order.

·        Click one of the following buttons:

o       Sequential Release field will send an email and require each approver up to the dollar amount of the total order to approve the order. Example: For an order of $500 and three approvers of $100, $300 and $600, the system will email the user who placed the order and the $100 approver. After approval the system will email the user who placed the order and the $300 approver. After approval the system will email the user who placed the order and the $600 approver. After that approval the order is released.

o       Highest Approver Only field will send an email and require only the user who has the approval amount greater than the order total to approve the order. Example: For an order of $500 and the same approvers above, only the user who placed the order and the approver for $600 will receive an email. After that approval the order is released.

·        Click the update button to save your changes.

To Approve / Release an order.

For Sequential Release orders, the approvers receive emails and can approve orders from lowest dollar amount to highest for the order. Only the approver who is emailed to approve the order will see the Approve button on the Order Detail page. This approver can also disapprove the order with the Disapprove button. For the final approver for the order, the button will say "Release" since the order will be released with this approval.

For Highest Approval Only orders, only the user who has the approval amount greater than the order total will have access to the Release and Disapprove buttons on the Order Detail page.

Exceptions

Account/User restrictions - if a workflow template is associated to a user, all account and user restrictions are bypassed.

Modified workflows - if a superuser modifies a workflow template, while an order is still pending an approval on that workflow, then that order will continue with the original workflow.

Modified/Retrieved orders - if the user who originally placed the order retrieves and modifies the order, the approval process must start again from the beginning.