Manage templates for administrator approvals
An administrator approval is attached to a user right based on an administrator approval template. First create the administrator approval template you want to use. Then use the template to attach the administrator approval to a user right.
Administrator approval templates are managed just like F2’s other approval templates in the "Approval templates" window. In the window you can create, edit, and delete templates.
| Read the recommendations before creating administrator approval templates. |
If you want to edit templates that are in use or remove an attached administrator approval, your action must go through an overriding administrator approval. The template for the overriding administrator approval is created in the "Approval templates" window.
You need the "Template administrator" privilege to create and manage approval templates.
Create administrator approval templates
On the "Settings" tab in the main window, click on Approval templates to open the window.
Click on New approval template in the window to create a new administrator approval template.
The "New approval template" window opens. Add your desired steps for the approval. You can add users and units as approvers. You can also specify a copy recipient at each step. Read more about how to set up an approval flow.
| An administrator approval template cannot have empty approval steps. You must specify at least one approver on each step in the template. |
| You can define that the administrator approval is marked as urgent by ticking "Urgent" at the top of the window. You can specify relative deadlines both for the entire approval and for individual approval steps. |
Click on Save as template at the bottom of the window to save your approval flow as a template.
The "Save as template" dialogue opens. Specify a name for the template in the "Name" field. The "External ID" field is filled in automatically. An administrator approval template must always be placed at the top level in the F2 authority. Tick the "Template placement" box to display F2’s unit structure and select a location for the template.
Click on OK to save the template.
The dialogue closes, and you return to the "New approval template" window. Here you can create and save another template, or you can close the window by clicking on Close.
Recommendations for creating administrator approval templates
Below you can read some recommendations for creating administrator approval templates. You can use the recommendations both before and during template creation.
| Recommendation | Purpose | Timing | ||
|---|---|---|---|---|
Review all units, roles, and privileges on the F2 installation before setting up administrator approvals and templates. |
Get an overview of which user rights are relevant to protect from the beginning. |
Before template creation. |
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Create one or more approval types that can be added to administrator approval templates. Approval types are created as a value list by a user with the "Value list administrator" privilege. |
Get an overview of, for example, active or finally approved administrator approvals by using the approval type as a search criterion. |
Before template creation. |
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Consider adding different approvers on the template for the overriding administrator approval and the template for protecting "on behalf of" rights, respectively. |
Avoid locking changes to existing administrator approvals due to absent approvers. You can also specify a unit as an approver instead of individual users. |
Before template creation. |
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Set up "on behalf of" rights for approvers to use during vacations or absences.
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Avoid that absent approvers become bottlenecks for administrator approvals. |
During template creation. |
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Consider making relevant high-ranking individuals in your organisation copy recipients instead of approvers. |
Avoid that individuals become bottlenecks for administrator approvals. As a copy recipient, they will be informed about administrator approvals without stopping the approval flow. |
During template creation. |
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Specify a name for administrator approval templates that starts with "Administrator approval" or describes what user right the template protects. |
Administrator approval templates will be easier to distinguish from other approval templates. |
During template creation. |
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Specify a unit as an approver in circumstances where any user from a unit can process the administrator approval. |
Avoid that individuals become bottlenecks for administrator approvals. |
During template creation. |
Edit administrator approval templates
You can edit administrator approval templates in the "Approval templates" window. On the "Settings" tab in the main window, click on Approval templates to open the window.
Select the template you want to edit and click on Edit template.
The "Edit template" window opens. Edit the template and click on Save changes to template at the bottom of the window.
| You can also save the template as a new template by clicking on Save as template. Specify a name and a location just like when you create a new template. |
If the template is attached to a user right, the overriding administrator approval must be started and finally approved before the changes take effect.
| Changes to a template do not affect ongoing administrator approvals using the template. |
Delete administrator approval templates
You can delete administrator approval templates in the "Approval templates" window. On the "Settings" tab in the main window, click on Approval templates to open the window.
Select the template you want to delete and click on Delete.
If the template is attached to a user right, the overriding administrator approval must be started and finally approved before the deletion takes effect. Once the template is deleted, all attachments using the template are deleted.
| Deleting a template does not affect ongoing administrator approvals using the template. |
Overriding administrator approval
Administrator approval templates and administrator approvals are protected by an overriding administrator approval. If you need to edit templates that are in use or remove an attached administrator approval, your action must be processed by this administrator approval.
The "Administrator approval creator" privilege is required to create and edit the overriding administrator approval.
The overriding administrator approval is also protected. If you edit the template used for the overriding administrator approval, or if you select a new template for the overriding administrator approval, it will start the overriding administrator approval. The approval will follow the approval template that is selected when the action is performed. Your changes will take effect automatically upon final approval.
Set up the overriding administrator approval
Create an administrator approval template dedicated to the overriding administrator approval. The process is the same as for other templates. You can select the template in the "Select approval template" dialogue.
On the "Administrator" tab in the main window, click on Select approval template to open the dialogue.
In the drop-down menu, select your template from the list. Click on Save to save your selection.
If you subsequently select a new template in the dialogue, it will start the overriding administrator approval. The approval will follow the approval template that is selected when the action is performed.