Approval Route Settings (Dedicated Routes)

Set up a route step for approving the request. Multiple route steps can be set.
You can also set the approver for each route step beforehand.

Adding Route Steps

Add a route step for the approval route.

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the screen for request form details, click Add in "Approval route". Image of an add action link

  8. On the "Add route Step" screen, set the required items.

  9. Confirm your settings and click Add.

Setting Items of Route Steps for Approval Routes

Image of a route step

Item Description
Route type Select the approval style for the route step.
  • Approval (all approvers):
    Multiple approvers can be set.
    If all processors have been approved by the request, proceed to the next route step.
    If one of the processors you have set returns a request, the request will be returned. The same is true in the case of rejecting the request.
  • Approval (any one approver):
    Multiple approvers can be set.
    If one of the processors you have set approves the request, proceed to the next route step.
Route Step Name Enter the route step name.
Step code An item code is a unique code to identify items for JavaScript customization.
If you do not use the JavaScript customization, you do not need to set the route step code.
You can use single-byte alphanumeric characters, hyphens, and _ (underscores).
When a step code is duplicated in one request form, an error occurs.
Up to 100 characters can be entered in a code. If 101 or more characters are entered, the first 100 characters are registered.
Allow Route change To allow a processor to reroute, select the "Allow" checkbox.
If a route change is allowed, the processor can be changed by other processors in the same route step and in the subsequent route step, when processors are processed in this route step.

Setting Default Values for Route Steps

Setting the default value for the route step simplifies the job of the applicant.
Organization, user, or role.

Image of default processors

Adding Default Values

Adds the default value for the route step.

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the "Request form details" screen, click the route step name of the route step in "Approval route steps" section.

  8. On the "Route step details" screen, click Set initial value. Image of the action link to set the initial value

  9. On the "Initial value settings" screen, click Add in the "Initial values list" section. Image of an add action link

  10. On the "Add new entry" screen, select an organization, user, or role, and then click Add.

    To select a role, switch the view to the "Roles" tab.
    When you switch tabs after clicking Add, the selected organizations, users, or roles are cleared before you switch.
    Screenshot: The "Add new entry" screen with a list of users to add to the initial value and the "Add" button highlighted

  11. Confirm your settings and click Add.

Setting Default Superior

When you add roles to the initial value of a route step, users who have the roles that you have set can display only the superior of the applicant when the user requests.
Superior is displayed as a "Primary Department" of the applicant, or a user who belongs to the organization.

Users Shown as Superiors

If you have configured the superiors for the default value of a route step, the users shown as the superiors in the processor field are determined by the following conditions.

  1. A user who belongs to the "Primary Department" of the applicant and who has the specified role
  2. A user who is a member of the organization that is higher in the "Primary Department" of the applicant and who has the specified role

If there are any users who match condition 1, those users are displayed as the superiors in the processor field.
If there are no users who match the condition 1, users meeting condition 2 are displayed as the superiors in the processor field.

Image of Usage

This section describes how to create a request data for a user who is a member of the sales department.
The primary departments of the applicants are the sales department.
The above-said applicant is the director of Sales department and one division manager. The Sales department manager has the role "manager" and the "Manager" section.

Image describing the organization and superior of the applicant

If you have set the role of "manager" as the initial value of step 1 and the "manager" for the initial value of route step 2, when you create the request data, all users belonging to each role will be set as processors.
The applicant must select his or her top length from among the processors.

Before superior:

Image describing the initial value of a processor before setting up superior

If you set superior in Route Step 1 and Step 2, only your superior is automatically set for the processor of each route step.

After setting superior:

Image describing the default value of a processor after setting superior

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the "Request form details" screen, click the route step name of the route step in "Approval route steps" section.

  8. On the "Route step details" screen, click Set initial value. Image of the action link to set the initial value

  9. On the screen to set default settings, click "Change" in the default value list for the role to set a superior. Image of the edit link surrounded by the red rectangle box

  10. On the "Change superior selection" screen, select the "Select the" checkbox. Superior screen

  11. Confirm your settings and click Save.

    When you set a superior, "(superior)" is added after the role name on the screen for request form details.
    Image with superior set to default

Setting Default Value to "(omitted)"

The default value can be set to "(omitted)" For a route step that is expected to have no processors.
A route step with a set of "(omitted)" skips the processing of the request data.

Image of the route step that omits a processor

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the "Request form details" screen, click the route step name of the route step in "Approval route steps" section.

  8. On the "Route step details" screen, click Set initial value. Image of the action link to set the initial value

  9. On the screen to set default settings, click "(Omitted)" to set in the default value list. Image of the action link to set the abbreviation

  10. Click Yes on the "(omitted)" screen.

    If you have already set the default value for this route step, delete all default values and delete "(omitted)".

Allowing Applicants to Change Default Values

When you create a request data, you can set whether to allow the applicant to change the default value of the route step.

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the "Request form details" screen, click the route step name of the route step in "Approval route steps" section.

  8. On the "Route step details" screen, click Set initial value. Image of the action link to set the initial value

  9. On the screen to set default settings, click Save in the field to allow defaults to change. Screenshot: Edit link is highlighted in the Initial value settings screen

  10. On the "Allow Default change" screen, select the "Allow applicant to change default values" checkbox.

    Otherwise, clear the checkbox.
    Allow default change screen

  11. Confirm your settings and click Save.

Selecting and Deleting Default Values

Select the default value that is set for the route step and delete it.

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the "Request form details" screen, click the route step name of the route step in "Approval route steps" section.

  8. On the "Route step details" screen, click Set initial value. Image of the action link to set the initial value

  9. In the default value list on the screen to set default settings, select the checkbox for organizations, users, or roles to delete from the default values, and click "Delete". Image of the 'Delete' button which is surrounded by the red rectangle box

  10. Click Yes on "Delete defaults" screen.

Deleting All Default Values

Delete all default values for the route step.

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the "Request form details" screen, click the route step name of the route step in "Approval route steps" section.

  8. On the "Route step details" screen, click Set initial value. Image of the action link to set the initial value

  9. On the screen to set default settings, click "Delete all" in the default value list. Image of the Delete all action link

  10. Click Yes on "Delete all defaults" screen.

Changing Route Steps

Change the settings for the route step in the approval route.

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the screen for request form details, click the route step name of the route step to change in "Approval route" field.

  8. On the route step details screen, click Change. Image of an edit action link

  9. On the "Change route step" screen, set the required items.

    For details, refer to settings for route steps in the approval route.

  10. Confirm your settings and click Save.

Reorder Route Steps

Reorder Route steps in the approval route.

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the screen for request form details, click "Reorder" in "Approval route". Image of a reordering action link

  8. On the Reorder Route steps screen, reorder route steps. Reorder Step Steps

  9. Confirm your settings and click Save.

Deleting Route Steps

Delete the route step for the approval route.

Deleting Route Steps One by One

Delete the route step for the approval route.

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the screen for request form details, click the route step name of the route step to delete in "Approval route".

  8. On the "Route Step Details" screen, click Delete. Image of a delete action link

  9. Click Yes on the "Delete route steps" screen.

Deleting Multiple Route Steps in Bulk

Select the route step for the approval route you want to delete, and delete it in bulk.

Steps:

  1. Click the Administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click Workflow.

  5. Click Request forms.

  6. On the "Request forms" list screen, select a category and click the request form name.

  7. On the screen for request form details, under "Approval route", select the checkbox for the route step to delete, and then click Delete. Image of the 'Delete' button which is surrounded by the red rectangle box

  8. Click Yes on the "Delete multiple route steps" screen.