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Request Approvals

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In this lesson, you will learn:

  • When a request needs approval
  • SNWR’s approval rules
  • Where approvals run
  • How to keep approvals few

🔁 Quick look back: Last time: Fulfillment Flows for Catalog Items. You learned how to build a fulfillment flow with an approval, a catalog task and closing the RITM.

1 “Why does a mouse need approval?”

In the old process, every order needed the manager’s OK.

  • A 10 USD mouse waited three days.
  • Beth approved 60 orders a week.
  • She stopped reading them.

🎯 The problem: Too many approvals slow orders down and make approvers careless.

👉 The fix: ask for approval only when cost or risk makes it worth it.

2 SNWR’s approval rules

SNWR's request approval rules. SNWR Request a monitor: 27 inches or smaller, no approval; over 27 inches, Beth Anglin approves. SNWR Software request: 500 USD or less, no approval; over 500 USD, Lucas Ferreira approves. Standard items like a mouse or keyboard: no approval.
Figure 1. Approval only when it’s worth it.

📝 Note: Approvals run on the RITM, so each item can have its own rule.

3 How to build them

Way Use it when
An approval step in the flow The rule depends on the item’s answers, like size
An approval rule on the item Simple rules, like always ask the manager

💡 Good to know: Put the rule’s numbers, like 500 USD, in one place, so Lucas can change them easily.

💡 Good to know: Need a refresher? See Fundamentals › Task Management › Approvals.

4 Let’s try it: add the software approval

  1. Open the flow for SNWR Software request in Flow Designer.
  2. After Get Catalog Variables, add an If: total cost is over 500.
  3. Inside, add Ask For Approval from Lucas Ferreira on the RITM.
  4. Impersonate Sam and order an app that costs 800 USD. Check Lucas gets the approval.
  5. Order a 50 USD app. Check no approval is created.

5 Quick recap

  • Ask for approval only when it’s worth it
  • SNWR: Beth approves monitors over 27″
  • Lucas approves software over 500 USD
  • Approvals run on the RITM
  • Keep the numbers in one place

6 Check yourself

Think of your answer first. Then tap to check.

1 Sam orders a 24″ monitor. Does it need approval? Show answer

No.

2 Software costs 800 USD. Who approves? Show answer

Lucas Ferreira.

3 Why not approve every order? Show answer

It slows orders down, and approvers stop reading them.

4 Which record do request approvals run on? Show answer

The RITM.

Nice work! SNWR’s orders get approved only when needed. 🎉
Next up: Stages and Request Status for Requesters

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