Approval Workflow Advanced Requirement Rules | BG_037

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Infigo have

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introduced the ability to configure
a more granular rules structure

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around controlling what orders and order

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line items need to go through the approval
process.

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Historically, approval
has always been essentially an on off

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switch where the only fine control
was to enable it on a per product basis

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or to allow some people to bypass
it completely.

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The approval workflow advanced
Requirement Rules feature,

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which we'll talk about today, provides
access to a whole new series of rules that

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you can configure ranging from approval
based on let's say, order quantities,

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shipping
fees, order totals and so much more.

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Please do note that this feature may not
be available in your platform by default.

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Please contact customer support.

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For more information
on gaining access to this feature,

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the first thing we need to do is navigate
to our approval workflow settings.

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So the same place we actually set up
our regular approval workflow.

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Before we move anywhere else
on the general tab,

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make sure the very least
that your workflow is enabled.

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This is just a general on off
switch for the approval workflow.

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Once that's done,
go over to the approval requirements tab.

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Now you won't see that tap if you don't
have the functionality enabled

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and then you'll see on
here we have a range of different options

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that we're going to control.

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So firstly,

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we need to decide similar to our access
permissions functionality

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if you want, by default, everything
to go through approval and you're applying

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exception rules for situations
where it shouldn't go through approval

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or it could be the opposite
when nothing goes to approval

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until you configure a rule
that states that it should.

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Your approach
depends on your specific requirements.

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But in this example, we'll focus
on the approach that we want nothing

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to go through approval unless it matches
one of our requirements that we set up.

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So the

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first thing we need to do
is enable the global exemption

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setting at the top of the approval
requirements tab

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to make sure if for this scenario,
this one is selected.

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And then scroll down.

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Now what we've essentially got here

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is just a few different areas
that we can add rules for.

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You can see it covers
a wide range of scenarios

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and generally speaking,
they operate in a very similar way.

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So if I go on one of the more complex
ones,

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for example, so let's say order subtotal,

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you'll see that
I have settings to do with threshold.

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So this is the threshold where you can
decide what happens with this rule

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and in some scenarios
you'll have find something as well.

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So for example, in here
it's an order subtotal.

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You can apply that to a specific customer
if you want to do so.

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You don't have to.

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You might find that
some of them want you to find a category.

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I want you to find a product group
or a product tag.

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And whenever you find one of these, it's
just a case of start typing

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the one you want and it will filter down
a list of available options.

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Click on that.

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You'll see that it

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adds that particular selection above
and then you can go ahead

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and fill out the rest of the options.

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Now for the threshold or always finding
an above value and a below value.

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So you're basically specifying
what happens

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when you're above a certain value
and below another value.

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And then this is the resulting action,
the resulting action of that behavior.

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So whether approval is required, true
or approval is not required,

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false.

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So let's just go through
a few of the things that we can do here.

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You'll see that they are all very,
very similar, starting off

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with shipping fees.

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So this rule allows you
to specify your upper and lower value

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threshold
for a shipping cost for an order.

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And when that threshold is met,
you decide whether it goes through

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our approval or not.

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When this rule is executed,

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the entire order will
then require approval.

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So for example,
I could say that any order above,

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but with shipping costs above £50

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will require approval

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next time we have product tags.

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So this

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this rule allows you to specify
a particular product tag

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and then you can decide
whether products associated

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with that product tag require
or don't require approval.

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So you just search for the product tag
you want to use,

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say whether you do or don't want approval
and then click save.

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Similar process with product group.

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So basically you are searching
for a product group and then applying

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a rule to it.

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And basically any product
that is within that product group

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will be subject to that particular rule.

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So approval
required or approval not required.

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Worth noting as well that
when this rule was executed, only that

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all of the line will require approval.

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Next we have order subtotal,
the one we're looking at a moment ago.

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So this is the one where you can assign it
to a particular customer

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if you wish to do so,
but you don't have to.

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So we can start off
just with a general threshold.

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So let's say
if my entire order subtotal is above

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£400, then it requires

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approval.

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But you can apply multiple rules
to one section.

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So I could add an additional rule in here,
which is for a specific customer,

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and they could have
a slightly different sets of rules

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And you can see there that two rules
have been applied to the same section.

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When this rule was executed,
the entire order will then

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require approval.

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Next we have order quantity.

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So again, you've got an upper and lower
threshold.

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This is for an entire order and

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it is based on the number of individual
items that are included within that order.

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So basically, if we say if there's above

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250 items in an order,

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then approval is required.

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Next we have an order line total.

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So this is based on the total value
of a single order line.

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Again,
we've got an upper and lower threshold.

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And then whether or not that means it
requires approval,

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when this rule was executed,
only that single order line

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will require approval.

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Next we have order, line, quantity.

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So this is based on the quantity
of an individual order line

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and it can also be controlled on
a per product basis if you want to do so.

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But again, you do not have to.

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So again, we've got the

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ability to specify
and an above value and a below value.

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So I know our threshold limit
and whether or not approval is required,

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but then you'll see as well

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that we do have the ability
to specify this on a particular product.

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So let's do two rules for this again,
one for

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non product specific general applications

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and then one for particular product.

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There's one.

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And then when we're searching for
a product, it will filter the list again

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and then we can apply a threshold

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to that particular product.

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Next we have check out attribute.

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So this is based on the value of a check

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out attributes that you may have

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and it can be controlled on a per
check out attribute basis.

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So the rule allows you to specify

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a checkout attribute
that you want to check the value of

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and then specify a regular expression
value that it should be compared against.

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So you can then specify whether
if the value of that checkout

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attribute matches the set, RegEx
it should go through the approval or not.

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And then when this rule was executed,
the entire order

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will then go through for approval

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so we can search through

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our checkout attributes.

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And then you'd create a regular expression
to search for exactly what you want.

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And then if it matches
the regular expression approval required

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or not required.

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And then finally we have category.

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So this one is quite simple.

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If your product within the order line

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is present within one of these

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specified categories,
then it will be subject to this rule.

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So for example,
if I go and put in a category here,

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say that approval is required,
if I put an order in where one of several

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products is in that particular category,
then that one order line

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will then require approval,
not the entire order.

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Okay. And that's done.

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Now, if we go to the top of the screen,
remember to hit

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save on the actual page
before you navigate away,

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just to eliminate the risk of losing

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those changes.