The Approvals Builder is where you can create approval flows for approving campus events created in the system. Once an event is created for a school/campus that has an approval flow assigned to it, the event will automatically go through approvals first before it is officially created. This ensures that event creations are more closely monitored.

Approvals Builder logic

General logic

• Approval flows must be built and then tied to a school/campus via their school profile in Campus Profiles.
• Approvers must be added to an approval flow in the order by which they will approve the campus event. For example, if you add Matt B. as a first approver, Sasha M. as a second approver, and Mia Lee as a third approver, then they will approve in that order.
• If an approver rejects a campus event, then the request will not be passed on to any additional levels of approvers.

Edit logic

• If an approval flow is edited AND the approval flow is not assigned to any schools, zero events are affected and the edits should go into effect immediately. 
• If an event’s approval status is Approved AND the corresponding approval flow for that event is edited, nothing will happen to that event and the event will continue to be approved. 
  • The Approval Flow and History slide out on the event homepage will NOT update and will continue to display the approval flow and history that the event had. 
• If an event’s approval status is Draft AND the corresponding approval flow for that event is edited, the edits should immediately be applied. 
  • The Approval Flow slide out on the event homepage will update to reflect the changes made to the approval flow. 
• If an event is currently Denied by the first approver AND the corresponding approval flow for that event is edited, when the event is re-submitted for approval, the edits to the approval flow should be applied. 
  • The Approval Flow slide out on the event homepage will update to reflect the changes made to the approval flow.
• If an event’s approval status is Pending or Denied (but not by the first approver) AND the corresponding approval flow for that event is edited, all currently Pending and Denied events should be sent back to the first approver in the approval flow. 
  • For these events, the Approval Flow slide out on the event homepage will update to reflect the changes made to the approval flow. 
  • For the History Tab, all previous history steps should continue to display. When the event is sent back to the first approver, the Pending #user-fullname step in the History tab will display.
• If an event’s approval status is Pending or Denied (but not by the first approver) AND the only edit made to the corresponding approval flow was the replacement of one user for another, then: 
  • All pending approvals for the previous user should be transferred to the new user.  
  • If the previous approver has already approved the event/activity, please continue to display them in the History and Approval Flow tabs. 
  • If the previous approver is currently pending approval and is replaced with the #new-user-fullname, please replace the previous approver with the #new-user-fullname in the History and Approval Flow tabs.

Navigation

You can navigate to the Approvals Builder by first clicking the All Apps button in the top left corner of the header and then the Settings app from its drop-down menu. When the Settings page opens, select Approvals Builder from the Events and Campus section.

Approvals Builder

The Approvals Builder houses all approval flows built for campus events.

Create an approval flow

1. Navigate to the Approvals Builder.
2. Click the Add Approval Flow button in the top right corner of the page.
3. A slide-out drawer will then open. Name the approval flow.
4. Add approvers in the order by which they will approve a new campus event. You can do this by clicking the + Add Approver button and then selecting the correct hiring manager or recruiter.
   
   
    
5. Complete any of the necessary actions to ensure your approvers are accurately organized.
   • Reorder Approvers. You can easily reorder the approvers added to this flow by hovering over an approver’s name, clicking the multi-dot icon that appears to the right of it, and then dragging and dropping it in the preferred order.
     
     
      
   • Change Approvers. You have the option of changing a specific approver by clicking the arrows icon within an approver’s box and then selecting the preferred approver in its place.
     
     
      
   • Delete Approvers. You can remove an approver by clicking the trash can icon within an approver’s box.
     
     
      
6. Click Create in the bottom right corner of the drawer.

Approval Builder list actions

Besides utilizing the search bar above the list to filter the list for the characters entered, you can complete the following actions from each approval flow list item:

• Edit – This will open the approval flow in a slide-out drawer where you can make and save the necessary changes.
  • Note: Please reference the Edit logic described above to see how editing an approval flow will impact existing approvals.
• Duplicate – This will duplicate the approval flow and automatically open its copy in a slide-out drawer so that edits can be made right away.
• Delete – This will confirm the removal of a flow and delete it from the list.

Add approval flow to school profile

In order to utilize an approval flow, you will need to tie it to a school/campus profile in Campus Profiles in the Campus Details step of the campus builder.

Open the preferred school/campus profile in Campus Profiles and scroll to the Campus Approval Flow toggle at the bottom. Enable this toggle and then select the preferred approval flow from the selector that appears.

• Note: You can click View to view the levels of approvers within a selected flow in a slide-out drawer.

Click Save to save the changes made. 

Permissions

By default, all users have permission to creating and managing approval flows. Contact your CS Representative if user permissions should be adjusted.