Editing Approvers in an Approval Workflow

Editing Approvers in an Approval Workflow

There may be circumstances where you may want to change or edit the approvers you selected when you originally submitted work for approval.

Editing Your Approvers from a Project

To do so, head to the Projects menu and select your project from the resulting list. Click the blue arrow  next to the heading for Approvals. 

Then click the i icon  next to the approval you would like to edit.

Jump across to the heading on Editing Your Approvers for your next steps. 

Editing Your Approvers from the Approvals Menu

Alternatively, from the Approvals menu at the top of your screen, you'll notice a Sent Tab. Locate your approval, then click the i icon to view more information.

Editing Your Approvers 

On the resulting screen, click Edit Approvers. Note that you won't be able to see this button if the work is already fully approved. In this case, you will need to upload a new revision of work and re-submit that for approval instead.

From the resulting window, make changes to your approval workflow. Note that certain options may be greyed out depending on available functionality for your workflow. See the below section for instances where functionality may be unavailable or greyed out.

Before reading on, you may like to read up on ANY vs ALL approvals for Levels.

Making Changes to Approvers

The resulting screen uses the same functionality as the advanced approval submission screen. 

On the right hand side of the screen, you will notice the different Approval Levels where you can edit your approval trail. Each level has a clear ANY or ALL toggle, and visualises the movement of your work through the approval process in a table. 

Start by clicking a Green Arrow  to add an individual to your approval levels. You can also remove a person from the workflow by clicking the Red X icon  on the right side of the screen next to a person's name. 

You can also browse for users, project teams, system groups or external users using the tabs near the top of the pop-up screen.

Then select your toggles for Any, All or Continuous if they are available. 

Adding Users to an Existing Approval Level

You can add users to an existing approval level by clicking on the level heading that you'd like to add to. The selected level will highlight in grey.

Continue adding users to the level using the Green Arrow icon. Then click Done if you are finished editing your approvers, or continue reading.

Adding a New Approval Level

If you would like to add an extra approval level to your work flow, click New Approval Level  and continue adding users to the new level using the Green Arrow icon. 

Then click Done if you are finished editing your approvers, or continue reading.

Deleting an Entire Approval Level

Likewise, you may wish to delete an entire approval level if their approval is no longer needed. Click the Red X Icon  next to that level to delete an entire level.

Then click Done once you're happy with your inputs. admation will then bring up the submission manager to confirm your changes. Any additions to the approval workflow will show in blue, whilst if you've deleted anyone from an approval workflow, you'll have the option to send them an email as to why their approval is no longer required. Untick the checkbox if you'd prefer not to send a notification.

Where you'd like to Edit the deadline  or Add a Region Mask , make these changes before clicking Continue. 

admation will then send updated approval requests through to new approvers, and to existing approvers who are yet to respond. 

Identifying Where "Edit Approver" Functionality May be Unavailable

There are a number of circumstances where editing approvers is not possible or where certain functionality is either reduced or unavailable:

• The work has already been approved or rejected by everyone on that level in an ALL approval
• The work has already been approved or rejected by one person on an ANY approval
• You cannot change an approval type from ALL to ANY where that level has already been sent the work to approve 
• When changing an approval from an ANY to an ALL approval, you cannot edit the current level's approvers.