Approval Routing Overview - WebTMA 5

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 the Authorization Routing module. If you choose to use authorization routing, everyone must use it. This form 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 e-mail notice to the authorizers. Transactions subject to authorization cannot be accepted until fully authorized.

In order to establish this function, the following steps must be taken by the WebTMA System Administrator:

  • mark the Approval Routing System check box in Admin > Client Info / Preferences
  • create the routes
  • set routing criteria
  • set Approval Requirements on select Task records (for work orders subject to approval)

When you create authorization routes, set the number of authorizers as well. You can select one or more persons per level. 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 e-mail when the request has been approved. The e-mail notice includes the name of the person 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 marking the Modern Approval Routing Execution check box in Admin > Client Info > Preferences.

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. The 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.

NOTE: If you attempt to use Authorization Date in a user-defined search, the field is only available for Legacy Authorization. To avoid performance issues, WebTMA does not support Approval Routing searches in a user-defined query.

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 Privileges Tab, and look for the Allow Authorization line. Select a User Access status 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. See page 3 for more information about Smart Routes.

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