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ProblemThis article describes how to change the Chain of Approval (COA) when already in production. We will go through the main points that you need to consider when changing the COA segments that might cause issues if not done properly.
Type of Changes
The changes might be various:
Adding a new chain segment to the COA.
Removing an existing chain segment from the COA.
Moving one chain segment to another approval level.
Modifying the options that affect the approval workflow.
The above changes require certain actions:
creating,
re-linking (moving),
editing,
deleting/ settings to passive.
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We will not discuss all of the above actions, you can read about them in our documentation Chain of Approval. |
Solution
Step 1: Adjust the COA
Step 2: Re-link the documents.
If some of the chain segments were removed/ set to passive, it is necessary to re-link the current documents linked to this chain segment to a new segment. To relink the documents:
Go to the Chain of Approval > Documents Status > Documents in the system.
Search for the needed chain segment under the Current Node or Previous Node.
Click Re-link to link the documents to the new chain segment.
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Step 3: Change Roles and User Groups
Changing the COA setup might not be enough. It is possible that you have a separate role and user group You might also need to change the Roles and User groups set up.
If there is a separate Role for the chain segment that you deleted or set to passive then you need to either remove or change it, since it gives has access to the Co-worker's Travel Expenses. In such case you need to do the following:/Timesheets.
Roles
Go to Setup > Access Control > Roles.
Check if there is an existing role Role for this chain segment and delete it.
If you don’t want to delete it, you can just remove the access to the Co-worker's Travel Expenses/Timesheets.
User Groups
If you remove the roleRole, then you need to must also remove the user group User Group it was linked to.
If you don’t remove the role, then you can leave the User Group unchanged.
To remove the user group:
Go to Setup > Access Control > User Groups.
Check if there is an existing role for this chain segment and delete it.
Don’t forget to add the ranks belonging to this user group to some other group, so that they still have access to the Portal.
Example
To better understand how to change the existing Chain of Approval (COA) we will use the following example.
Imagine the following approval workflow for the Travel Expenses:
Crew members create and submit their Travel Expenses by linking the document to a specific vessel.
Musters from the corresponding vessels review and approve the documents.
Crew Coordinators in the office then perform the final approval.
We need to remove Masters from the approval workflow due to the change in the internal procedures.
To make the change smooth and without any issues, we need to:
Go to the Chain of Approval > Documents Status > Documents in the system Levels and re-link the documents under the Master node regular Crew to the Crew Coordinators level.
Under the same Chain of Approval > Levels delete the Masters level or set it to passive.
Go to the Chain of Approval > Levels Documents Status > Documents in the system and re-link the regular Crew the documents under the Master node to the Crew Coordinators levelnode.
Got to the Access Control and remove the Role and User Group for Master.