WebTMA System Administrators can set up a routing system to approve work Requests, Events, Work Orders, Estimates, Change Orders, Material Requests, Purchase Requisitions, Purchase Orders, and Key Requests using Approval Routing.
If you choose to use Approval Routing, everyone must use it. This type of authorization takes the place of the regular authorization feature. For flexibility, you can use the Manual Routing option for individual records.
When records that are subject to routing are created, WebTMA sends an email notice to the authorizers. Transactions subject to authorization cannot be accepted or acted upon until fully authorized.
Approval Routing Details
In order to establish this function, the following steps must be taken by the WebTMA System Administrator:
- Grant the Approval Routing System Preference in Admin > Client Info / Preferences–Approval Routing
- Create the Routes in Admin > Approval Routing > Authorization Routes
- Set Routing Criteria in Admin > Approval Routing > Approval Routing Criteria
- Set Approval Requirements on select Task records (for Work Orders subject to approval)
When you create Authorization Routes, you also set the number of authorizers. You can select one or more persons per level (order). Requests go through the chain of command when you require multiple approval levels. Having several authorizers per level helps you expedite approvals since only one person per level approves the request. Others at that level are notified by email when the request has been approved. The email notice includes the name of the person on that level who authorized the request.
Modern Approval Routing Execution allows you to use several criteria rather than one criterion. Your WebTMA System Administrator determines the availability of modern routing by granting the Modern Approval Routing Execution Preference in Admin > Client Info > Preferences–Approval Routing.
Use caution when creating routes. The more complexity you add, the more time it takes to approve a request. A bathroom could be flooded before the first set of requirements is fulfilled, and the entire building could be damaged before a final authorization is granted.
Different departments or functions can have different routes. For example, a Plumbing route can be created for requests that concern plumbing fixtures and pipes.
If requests are sent at different times of the day, for example, nights or weekends, you can establish separate criteria that apply during each defined time period.
Work Orders have a special condition. The Task selected for the Work Order must have Approval Requirements set (# of Signoffs) to make the Work Order eligible for Approval Routing. These Task Approval Requirements are set from Organization > Task > Records / Identity Tab. If the # of Signoffs field on a Task is not populated, no route is applied.
Eligible Authorizers for Approval Routing
Some WebTMA users can be appointed as authorizers. This includes those with a Requestor Role; however, in order for Requestors to be eligible, they must be granted the Privilege specifically. Permission is automatically granted to Users and Admin roles, but it is not available for the Technician role.
To grant this Privilege to Requestors, go to Admin > User Management > Records and locate the Requestor's record. Click the Preferences Tab, and look for the Allow Authorization line in the Privileges Section. Select a Value of Granted, and save the record.
You can use the Smart Route Tab on the Department and Repair Center windows to create a list of authorizers for specific Departments and Repair Centers.
Want to Learn More?
Visit the WebTMA Help Page