Fabasoft Contracts allows you to define members as decision makers for approval processes. These decision makers can also be granted a certain financial scope.
Once the necessary settings have been made, processes can be executed for contracts or legal files in order to obtain approval. The settings involve the definition of approval levels, limits and roles. Approval levels and limits can be defined globally in the settings of the Contract Manager Configuration as well as within the settings of a specific contract folder (see chapter “Creating an Approval Level” – “Defining Approval Definitions in a Contract Manager List”). Note that the settings in the contract folder override the global ones, which means that for all contracts belonging to the specific contract folder, the contract folder settings will be applied instead of the global ones.
Based on the defined approval levels and limits, the required approval levels for a contract are automatically generated and displayed in the field Required Approval Levels of the “Roles” tab in the properties of the specific contract.
If no levels and limits have been defined either in the Contract Manager Configuration or in the contract folder settings, you can define approval levels directly on a contract level (see chapter “Defining an Approval Level in a Contract”).
Approval levels form a hierarchy that organizes numerous levels for granting approval based on the contract amount. For example, the approval level L1 might be lower in the hierarchy than level L4. The approval process starts from the lowest level (i.e. L1 in our example) and continues sequentially to higher levels based on the defined limits.
Number of Approvers
The number of approvers can be used to determine how many approvers are required. Thus, for high sums and many approval levels, not all approvers always have to approve. If, for example, there are approval levels L1, L2 and L3 with limits of 1,000, 2,000 and 3,000 euros, but only two approvers are required, only the approvers of levels L2 and L3 need to approve a contract sum of 5000 euros. In the same example, if only one approver is required, only the L3 level approver must approve.
Limits define the maximum contract amount about which the holder of a certain approval level can decide by him/herself. Let us assume three levels L1, L2 and L3 with limits 1000, 2000 and 3000 Euros respectively. If the contract amount is for example 2500 Euros, the approval process will start at the L1 level and continue up to the L3 level, because L3 is the first level with a limit greater than the contract amount. If we consider a contract amount of 1500 Euros, then the approval process will start at the L1 level and continue up to the L2 level, as L2 is in this case the first level with a limit greater than the contract amount. If there is no level with a limit greater than the contract amount (if the contract amount was for instance 5000 Euros in our example), then all levels need to grant approval, starting from the lowest one.
Roles define which member holds a certain approval level. Roles are defined in the contract manager configuration. In contract folders or legal areas, said roles are assigned concrete, individual members.
To create a new global approval level, proceed as follows:
Note: If you want to define an approval level within a contract folder and not globally, navigate to the contract folder and click “Settings”. Then in the “Administration” tab, activate “Override Approval Levels of the Configuration”. Follow the steps defined in chapter “Creating an Approval Level” (steps 4 onwards) and “Creating a Limit” (step 4 onwards) to define levels, number of approvers and limits in the fields Approval Levels, Number of Approvers and Default Limits for Approval Levels respectively, which appear once you activate the aforementioned option.
In order to create a new global limit, proceed as follows:
To create a special case for approval levels, proceed as follows:
Note: If you want to define a special case within a contract folder and not globally, navigate to the contract folder and click “Settings”. Then in the “Administration” tab, activate “Override Approval Levels of the Configuration”. Follow the steps defined in chapter “Creating a Special Case for Approval Levels” (steps 4 onwards) to define special cases for approval levels in the field Special Cases for Approval Levels, which appears once you activate the aforementioned option.
To define approval definitions, proceed as follows:
If no levels and limits have been defined either in the Contract Manager Configuration or in the contract folder settings, you can define approval levels directly on a contract level. To define an approval level in a contract, proceed as follows:
Note: Approval levels can also be defined for contracts without an explicit contract amount.
This set of instructions requires a released BPMN process that is configured according the needs of your organization and contains the “Approve” activity. Further information can be found in the White Paper “: new window“.
In order to execute an approval process, proceed as follows:
Depending on the concrete definition of the process, the following steps can be optional:
Further information can be found in chapter “: new window“ in the document “User Help Fabasoft Cloud“.