Dynamic approval can be applied to requests from the catalog. The essence of this approval group is the approval of a request based on the values entered in selected user fields. For each user field value, you can define a specific approver or a group of approvers, or use the option to mark the field as a “knock-out” criterion, thereby placing this field at the top of the approval process.
To use dynamic approval, an approval rule must be defined from the group Dynamic approval of requests based on user-defined fields. Rules are defined in the section Approval → Approval Rules. Detailed information on creating rules and on this rule group is provided in the documentation sections Creating a rule and Rule group Dynamic request approval.
If the Approval option is not available in the main menu, you need to check the permissions for accessing this module in the user details (under Users and Groups → Users) on the Permissions → Approval tab.
Dynamic request approval via user fields is defined directly at on the request template – in the field Approval before request resolution, where you must select an approval rule belonging to the group Dynamic request approval based on user fields.
We cover the topic of dynamic approval in request templates in detail in the documentation section Using dynamic approval via custom fields.
Processing a request with dynamic approval
After creating a request from the catalog with dynamic approval of custom field values, the request automatically enters the awaiting approval status, while an approval request is sent to the approver (notification, approval request via the mobile app). A separate approval step is created for each custom field subject to approval. For dynamic approval, a parallel approval process is automatically set up. Approval is not complete until each approval step has been addressed. The request can only be processed further after it has been approved.
When you click the approval button at the top of the request details page, the approval details will appear, showing basic information about the approval, details of the approval steps, and their current status.
The current approval status is also displayed next to each field in the request form details.
The process for approving and resolving such a request is similar to that for resolving a request with predefined approval. We cover this topic in detail in the documentation section Resolving a request with approval.