Several service request forms in UD's Service Catalog trigger a workflow process to collect approvals from relevant stakeholders. When this happens, the appointed designee(s) in the requesting department receive an email asking them to approve or deny the request.
This articles covers the following topics:
Approving or Rejecting a Request
Delegated Approvals
Sending Comments to a Requestor
Approving or Rejecting a Request
- Open the email with subject line {{Dept}} Workflow Step Assignment (XXXX).
- Click the Approval step link below the To act on this Approval step, click the link below: field.
- If you haven't already logged in, use your UD credentials to access the TeamDynamix Client Portal.
- Use the red buttons on the right sidebar to Approve or Reject the request.
If you Approve a request, your approval is acknowledged and it allows the request to continue through the workflow process.
If you Reject a request, the requestor receives a notification letting them know their request has been denied and cancelled.
Comments made in the Approve or Reject screens are NOT visible to the requester or other approvers; they are only visible to IT technicians in TeamDynamix. An exception to comment visibility is when a workflow email notification is specifically set up to include the comment, at the direction of the service owner.
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Click Save.
Delegated Approvals
Delegated Approvals let a user or administrator assign another user to review and approve items on their behalf while they are unavailable. To set a delegated approver us the following steps:
- Navigate to My Approvals in the client portal (Client Portal > Services > My Approvals) or technician interface (TDWorkManagement > My Work > My Approvals).
- Click Delegate Approvals
- Enter the following required information:
- Delegated Approver - Search for and select the user who will act on your behalf.
- Notify Delegated Approver - Checked by default; uncheck to skip notifying them.
- Start Date - Defaults to today.
- End Date
- Save the delegation.
Once a delegation is active or scheduled, an info box appears on the My Approvals page that says, “Delegating approvals to [Full Name] from [Start] to [End],” with two options:
- Edit - Reopens the page to change the person or dates.
- Cancel - After confirmation, removes a future delegation or ends a current one early.
If one or more other users have delegated their approvals to you, a separate info box shows "Showing approvals delegated by [list of Full Names]." A search filter, Include delegated approvals (checked by default), controls whether these items are shown.
Sending Comments to a Requestor
- Scroll to the bottom of the approval request and click the Comment button.
- Type the comment and click Save.
