Modify Workorder approval

Apart from the standard Request Approval and Report Validation Request (for the Executive Report) in Cimpl, you can configure approvals for Workorders. The purpose for approving work orders is to have them approved by someone internally prior to sending the workorder to the provider.

The workorder approval can be used in conjunction with the Self-Service request approval, or on its own.

The workorder approval has its own unique policies associated with it.

There are 2 types of approvers which can be enabled:

  • Predefined: a specific user is designated to approve workorders.
  • User-Defined: a user will choose their approver.

Policies

Rejection Policy:

  • Reject & Cancel: a workorder is rejected, and automatically canceled.
  • Reject & Resubmit: a workorder is rejected and resubmitted to the MACD for corrections. This type can be resubmitted for approval once corrected.

Reminder Policy:

  • Configuration of a reminder policy is optional.
  • You can have one reminder policy per approver.

Note: If you enable the Workorder Approval functionality, it will apply to workorders placed AFTER the feature was activated. All workorders placed prior do not have the approval functionality.

Configure workorder approval:

  1. Go to Configuration > System Preferences > Request Configuration.
  2. For Request Type, select Workorder Validation Request.
  3. Select Approval is required.
  4. In the Define Approval(s), select the category:
    • Approver(s)
    • Auto-reject
    • Auto-Approve
  5. If Approver(s) has been selected, select the default approver‍.
  6. Select for Approver 1:
    • Single user
    • User defined
  7. For Rejection policy, select what should happen if the workorder is rejected by the approver:
    • Rejection at this level will cancel the request.
    • Rejection at this level will allow the requester to modify the editable content of the workorder and submit it again.

    Note: the policy applies to ALL workorders moving forward.

  8. For Reminder Policy (optional):
    1. Select "Send a reminder if the approver of the current level has not approved yet".
    2. Set the first reminder.
    3. Set the repeat.
  9. If applicable, click +Add Approver and repeat the process above.
  10. For Email Alert: 

    1. Select Default Approver to send a notification at each approval level to the defined default approver.

    2. Enter the email addresses or click + Recipient to add people to be CC'd at each approval level.
    3. Enter the email addresses or click + Recipient to add people to be BCC'd at each approval level.

    4. Select the additional recipients who should be notified at when the workorder is fully approved.

      Note: it is best practice that the MACD team (or person) be notified when a request is fully approved so that they may send the workorder to the provider.

  11. Click Apply to save your configuration.