Reusable approval flows in Automate365 (A365) allow you to define standardized approval sequences that can be applied to multiple workspace templates. This promotes consistency in your provisioning processes and streamlines governance. This guide walks you through the steps to create a new reusable approval flow.
Access reusable Approval Flows
To begin creating a new reusable approval flow, navigate to:
Go to the BindTuning app.
Select Automate365 > Approvals.
This area presents a comprehensive list of all your existing reusable approval flows.
Pre-configured Approval Flows: Automate365 includes three out-of-the-box approval flows that cover common scenarios:
Admin Approval: Requires approval from an administrator.
Manager Approval: Requires approval from the requestor's manager.
Manager and Admin Approval: Requires approval from both.
If one of these pre-created flows meets your needs, use it.
Create a new reusable Approval Flow
You can create a sequenced flow with up to three distinct approval steps.
To define a new custom approval sequence, follow these steps:
On the Approvals list page, click the "Create approval +" button.
For each step, you will configure the following options:
Step Name*: Provide a clear and descriptive name for this specific approval step (e.g., "Department Head Approval", "Budget Review").
Who will approve the request: Select the type of approver for this step from the available options:
Requestor's manager: The approval request will be sent to the manager of the person who initiated the workspace request.
If the person has no manager, then send to*: If the requestor does not have a manager defined, you must specify a fallback approver. Use the provided Search field to find and select a specific user or group.
BindTuning workspace owner: The approval request will be sent to the owner of the current BindTuning workspace.
Specific user: The approval request will be sent to a designated individual. Use the provided search functionality to find and select.
Request message: Compose a custom message that will be included in the approval notification sent to the approver for this step.
To add additional approval steps (up to a maximum of three), click the "+ Add step" button. Configure each new step.
Once all your approval steps are defined, click "Next Step" to proceed to the final workflow details.
On the "Approval Workflow details" screen, provide the following:
Name*: Enter a unique and descriptive name for your entire reusable approval flow (e.g., "New Project Site Approval", "HR Team Workspace Approval"). This name will appear when associating flows with templates.
Description: Provide an optional, brief description of the flow's purpose or the scenarios in which it should be used.
After filling in the details, click "Save" (or a similar button, depending on the wizard's final step) to finalize and save your new reusable approval flow.
Your newly created reusable approval flow is available to be assigned to your workspace templates. The next article explains how to set approvals in templates.