Approving multiple items in an order guide

[Cirrus]

Hi,

There are a lot of posts out there regarding order guides and request approval, but I am struggling to make sense of them all, so can anyone advise what the best approach should be for the following please:

An order guide contains 10 items, 7 of which require approval by the same team, the other 3 require no approval. The end user can select any combination of items via a list collector. Currently each item has its own workflow, which means that the team potentially get up to 7 approval emails at a time. They want just one approval (accepting that it could impact the whole order). So what we would like is this:

User selects item/items that all require approval - Team approve/reject the request? and the individual tasks are created via the item workflows if approved

User selects one approval item, one non approval item - Team approve/reject the first item, but the second moves straight to task creation regardless  

Is this possible, and if so what is the best approach?

[Allen Andreas]

Hello,

The order guide just helps provide an initial form to help cascade values to included items. Basically to make things easier.

When the order guide is submitted...1 Request record is made, and then 'x' Request Items are made, depending on how many items are included.

So, given that, you would either need to add this approval level to the Request level flow, which in your case, since you have non-approval items also included, this would hold those up, or...you'd have to handle this per each request item level, which there could be many.

There isn't a way out of box to have 1 approval for 7 request items, unless you do things at the Request level.

Without some sort of complex solution, I don't see this being a possibility. Especially if there isn't one set catalog item that is always mandatory that always needs approval.

Please mark reply as Helpful/Correct, if applicable. Thanks!

[Allen Andreas]

Hello,

I see you're only engaging in the below post, which is fine, but I've already covered this above.

The order guide table is extended from the catalog item table, which has workflows/flow fields, so by design the order guide table will include those as well. With that said, they don't have their own workflow/flow, like you're thinking and the other person is saying...and as I mentioned above, it all goes through the Request level, then Request Item levels.

Take care!

Please mark reply as Helpful/Correct, if applicable. Thanks!

[Abhijit4]

Hi,

Do you know we can attach workflow or Flow at order guide level also. In your scenario, this might help you resolve your issue.

e.g. Based on selected items, you can trigger approvals by order guide flow and once approved set particular variable e.g. 'Is Approved variable to true'. Use the same variable in Order Guide Rules to trigger items further.

The items for which you don't need approval, don't use Is Approved variable in order guide rules.

Let me know if you have any further queries.

Please mark this as Correct or Helpful if it helps.

Thanks and Regards,
Abhijit
Community Rising Star 2022

[Cirrus]

Abhijit,

How do you apply the workflow to the order guide. Is it by creating a workflow on sc_request table and then using Approval rules?

Thanks