Authorization Routes - WebTMA 5

Path: Admin > Approval Routing > Authorization Routes / Identity Tab

Use the Authorization Routes / Identity Tab to name the route and select the persons who approve requests. Since your users see the route names, use meaningful terms that relate to functions in your organization. You can establish as many different routes as needed.

If you select a Department or Repair Center as an authorizer, click the plus sign at the beginning of the line to show the name or names of individual authorizers. Only departments and repair centers with Smart Routes added appear in the selection list.

Authorization Routes Fields

Code – can consist of both alpha and numeric characters. The maximum number of characters is 50.

Description – is especially useful if you have routes with similar codes. Both the Code and Description fields are required.

Lower Limit and Upper Limit – amounts entered here indicate dollar amounts that authorizers have authority to approve. The use of limits depends on the type of transaction, such as a purchase order.

Order – column in the grid indicates the routing sequence. The system allows you to assign several authorizers with the same order number; however, only one authorizer from each level approves the request. An authorizer from each order level must accept the request before it is eligible for approval.

      After a record that requires approval is saved, an e-mail message is sent to authorizers in the first approval level (Order 1). Once an authorizer approves the request, others on that level are notified by e-mail that it was approved. The e-mail notice includes the name of the authorizer.

      If more than one order level exists, the next level authorizer is notified after the previous level authorizer has approved the request. For example, a level 1 authorizer (supervisor) approves the request and an e-mail message is sent to the level 2 authorizer (manager) for approval. If a third approval level exists, authorizers in that level receive an e-mail message after a representative of each of the first two levels has approved the request.

Authorizer Type – column contents indicate the source (User, Department, or Repair Center). Note that the User type includes any Requestors you have granted authorization privileges.

How to Create a Route

Path: Admin > Approval Routing > Authorization Routes / Identity Tab

From the Authorization Routes window:

1. Click Add on the WebTMA toolbar.
2. Type a Code for the route. You can use alpha-numeric characters to a maximum of 50.
3. Add a Description for the route.
4. (Optional) Add dollar amounts for Lower Limit and Upper Limit amounts the authorizers have authority to approve. The use of limits depends on the type of transaction, such as a purchase order; whereas, a dollar limit is not applicable to a work request.
5. Click Save on the WebTMA toolbar.

See the next topic, How to Add Route Authorizers, for instructions on how to add the names of people in the authorization route.

Once created, a route can be edited or deleted. You can modify a route using Edit on the WebTMA toolbar.

Deletions require that all attached records be removed first. See the instructions in How to Delete a Route below.

How to Add Route Authorizers

Path: Admin > Approval Routing > Authorization Routes / Identity Tab

The following are all sources of possible approvers:

• Admin or User roles from the Admin > User Management > Records window
• Requestors granted the privilege from Admin > User Management > Requestors / User Access–Preferences Subtab
• Persons listed on the Department or Repair Center / Smart Route Tab

Use these instructions to select the persons who must approve requests for the specific route. If you are adding a new record, start with step 3.

1. Locate the desired route.
2. Click Edit on the WebTMA toolbar.
3. Click the Add Authorizer link at the top of the Authorization Route grid to open the Authorization Route Entry
4. Type the Order number on the popup window. Number one (1) is the lowest level on the authorization route.
5. Choose User, Department, or Repair Center. Note that only Departments or Repair Centers with at least one authorizer on the Smart Route Tab are listed.
6. Select the User
7. Click the Save button on the popup. You can use the Save & Add option on the Save button to add more authorizers.

NOTE: Users can be added in Add mode; therefore, you don't have to save the record before adding users.

To remove line items from the grid before saving the record:

1. Click Edit on the WebTMA toolbar.
2. Click the trash can icon.
3. Click Save on the WebTMA toolbar.

How to Delete a Route

Path: Admin > Approval Routing > Authorization Routes / Identity Tab

Deleting routes is generally discouraged. Be sure to read the Caution below.

1. Navigate to the Authorization Routes
2. Locate the route.
3. Click Delete on the WebTMA toolbar.

CAUTION: If a route has been assigned using the Approval Routing Criteria window, the route cannot be deleted.