Process administrator approvals

You can start administrator approvals when you perform an action that requires administrator approval. The administrator approval is processed in the same way as a regular approval. The selected action is executed automatically upon final approval.

You can perform multiple actions at the same time that require one or more administrator approvals.

You can get an overview of ongoing and finalised administrator approvals by creating search lists. Selected reports in the F2 Analytics module can be used as reporting and control tools for the approvals.

Start administrator approval

When you perform an action that requires administrator approval, F2 asks if you want to start the approval.

Figure 1. The "Privilege is protected" dialogue

Click Yes to start the approval. F2 creates a record and attaches the selected administrator approval to it. The record is automatically sent to the inbox of the first approver(s).

Figure 2. Administrator approval in approver’s inbox

The following applies to the record:

The record’s responsible user is whomever performed the action protected by an administrator approval. The record is placed in the responsible user’s inbox when the approval is finally approved.
The record’s access level is "Involved" by default, unless your organisation has configured a different access level for new records.
It is possible to edit the record document and the record’s metadata if you have full write access to the record.
It is not possible to edit the approval document, as it contains an automatically generated description of which action is being approved.
It is not possible to edit or take over the approval process.
It is possible to cancel the approval and then delete the approval process.

Perform multiple actions simultaneously

When performing multiple actions simultaneously that require one or more administrator approvals, different things can happen depending on the actions in question. The possibilities are described in the table below.

Action	Consequence	Which user right does it apply to
Assigning multiple user rights to a user simultaneously, where all user rights are protected.	It is not possible. You must assign the selected user rights one at a time.	Unit and role.
Assigning multiple user rights to a user simultaneously, where one of the user rights is protected.	Assigning the protected user right requires an administrator approval. All selected user rights are assigned upon final approval of the protected user right. If the administrator approval is not finally approved, none of the user rights are assigned.	Unit and role.
Assigning a protected user right to multiple users simultaneously.	Each assignment of the protected user right to each user must go through its own administrator approval. The user right is assigned to each individual user once the relevant administrator approval is finally approved. When you assign a protected user right to multiple users simultaneously, it can be performed as a mass operation, which opens the "Mass operations" window. In the window, select which administrator approvals to start.	Unit and role.
Removing a user right from a user while simultaneously assigning a protected user right to the user.	When the new, protected user right is approved, the old user right is removed. This means that if the administrator approval is not finally approved, the relevant user right is not removed.	Unit and role.

Action

Consequence

Which user right does it apply to

Assigning multiple user rights to a user simultaneously, where all user rights are protected.

It is not possible. You must assign the selected user rights one at a time.

Unit and role.

Assigning multiple user rights to a user simultaneously, where one of the user rights is protected.

Assigning the protected user right requires an administrator approval. All selected user rights are assigned upon final approval of the protected user right. If the administrator approval is not finally approved, none of the user rights are assigned.

Unit and role.

Assigning a protected user right to multiple users simultaneously.

Each assignment of the protected user right to each user must go through its own administrator approval. The user right is assigned to each individual user once the relevant administrator approval is finally approved.

When you assign a protected user right to multiple users simultaneously, it can be performed as a mass operation, which opens the "Mass operations" window. In the window, select which administrator approvals to start.

Unit and role.

Removing a user right from a user while simultaneously assigning a protected user right to the user.

When the new, protected user right is approved, the old user right is removed. This means that if the administrator approval is not finally approved, the relevant user right is not removed.

Unit and role.

Receive and process administrator approvals

If you are an approver on an administrator approval, you will receive it in your inbox when the approval reaches your step. You have the same processing options as for a regular approval: You can approve, return, undo, and resume.

Figure 3. Processing the approval

The selected action is executed automatically upon final approval. The user responsible for the approval record receives the record in their inbox.

Create overview of administrator approvals

You can create an overview of your organisation’s administrator approvals by creating search lists. Use the advanced search group "Approval process" to search for approvals.

Figure 4. Create search list to create overview of administrator approvals

If you have created one or more approval types for administrator approvals, you can use the "Approval type" search field as a search criterion.

Read more about how to create specific searches for approvals.

F2 Analytics reports

In the F2 Analytics module, you can use various report types to report on and control user administration and administrator approvals.

The report types are briefly described below. Click the links to find more information about each report type.

Report type	Description
"Users: Roles, privileges, and security groups"	Extracts data on what users can do in F2 based on their roles and the privileges of those roles.
”User setup”	Extracts data on users' assigned roles. This enables monitoring of which users are assigned which roles, by whom, and when.
"Approvals: Overview" (documentation available in Danish)	Extracts data that can provide a comprehensive overview of approvals. The report type can be used, for example, to get an overview of which administrator approvals have been executed.
"Role type log"	Extracts data on role administration. The extraction provides information about the creation, activation, and deactivation of roles as well as the addition or removal of privileges on the role.

Report type

Description

"Users: Roles, privileges, and security groups"

Extracts data on what users can do in F2 based on their roles and the privileges of those roles.

”User setup”

Extracts data on users' assigned roles. This enables monitoring of which users are assigned which roles, by whom, and when.

"Approvals: Overview" (documentation available in Danish)

Extracts data that can provide a comprehensive overview of approvals. The report type can be used, for example, to get an overview of which administrator approvals have been executed.

"Role type log"

Extracts data on role administration. The extraction provides information about the creation, activation, and deactivation of roles as well as the addition or removal of privileges on the role.