How do I create an approval set within Supplier Onbording?

How do I create an approval set within Supplier Onbording?

What is the issue you're facing?

I need to setup my approval sets so that I can assign them to my suppliers so they go through the relevant approvals process.

Solution

Once you’ve set up any necessary groups, you can create your approval sets. To do this, go to the ‘Approvals’ tab. Click on the “Create New Approval Set’ button to get started. 


Each approval set can be made up of a number of steps and each step can include one or more approvals. Where there is more than one approval per step, users will be notified concurrently to complete their approvals. Once a step has been completed, the users(s) at the next approval step will be notified that it is now their turn to approve.  In other words, steps are sequential, whilst tasks within a step are concurrent.

All approvals must be named and assigned to a group. We recommend that the name used gives some indication of what is required of the approver e.g. “Buyer to complete first check of submission”or “Finance to carry out credit check”. At the invitation stage the inviting user will have the option to select a specific user from each approval group.  If a specific person is nominated, only that person will be notified, although others in the group could step in if they wish. If nobody is selected then all users in a group will be notified and any of them can take up the task. To make this nomination mandatory for each supplier approval, tick the ‘individual must be nominated’ box.

Creating the Approval Set

When creating the Approval Set you will first need to give it a name.

Then within Step 1 you need to create an Approval by giving it a name and selecting which Host Group will be part of the approval. 
If you woud like to add more groups as part of the approval step click on the +Add approval button at the bottom of step 1. In the example below we have created 2 approvals within step 1, each associated to a different Host Group, 'Approval Group 1' and 'Approval Group 2'. 

You can add multiple steps to your Approval set. This may make sense if you wish to have maultiple teams/users look at different sets of supplier answers.

To add a second step click on the +Add Step button. 

You can then set this new step up in the same way you setup Step 1. 

You can also setup each group so that when a supplier is added a user from with the group must be nominated as the approver. Otherwise if this is left blank any user that makes up part of that group can be selected. To select this ensure the option highlighted below is selected. 


When you have added all of your necessary steps and approval groups click on the 'Save & Go to Next Step' button at the bottom of the page.

Escalations

We recognise that there are scenarios in which the individual who would generally be able to approve a supplier may need to confirm with another team or their manager. Our escalations feature allows the usual approver to escalate to a colleague. For each approval that this may apply to, the possible individuals that a user may need to escalate to can be added by clicking on the “Set escalation list” button. This list can be left blank where not relevant.

To set this up:
Click on the Set Escaltion List button next to the relevant approval.

You will then be able to select which which Host users are part of the escalation. Select all that are appropriate and then click on Save. 

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Approval Set auto-assignments

It is also possible with your Approval sets to have these automatically assigned to your suppliers based on the tags that are assigned to a supplier. Please see the below article on how to sety these up:
How do I set up approval auto-assignments for my suppliers in Supplier Onboarding?

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