Configuring Approvals in Lucernex

To configure a budget approver user class:

1. Create the user class you want to use for approvals.

   Note:

   Give the user class a descriptive name so you know what the user class is used for.

2. Configure the user class to have the following security settings:

    

   Tab	Security Item	Setting
   Page Access	Entity > Details > Budget	Edit
   Actions	Allow Locked Status for Budgets	Edit
   Actions	Allow Selected Status for Budgets	Edit
   Actions	Allow Unlocked Status for Budgets	Edit
   Actions	Allow Unselected Status for Budgets	Edit
   Field Security	Budget > Budget Index Value	No Access
   Field Security	Budget > Budget Index	No Access
   Field Security	Budget > Budget Option	No Access
   Field Security	Budget > Budget Type Configuration	No Access
   Field Security	Budget > Budget View	View
   Field Security	Budget > Budget Column	Edit
   Field Security	Budget > Budget Item Value	Edit
   Field Security	Budget > Budget Line Item	Edit
   Field Security	Budget > Budget Types	Edit
   Budget Columns	Budget Type*	See below

    

   *This page is used to select which budget types to which a user has access. For example, one user class may have access to a Estimates budget type, and another may have access to a Actuals budget type. Budget types are configured in the system by the client.

    

3. Create the user.

4. Choose the entities to which you want the approver to have approval access.

   A user can only approve records on an entity to which the user has access.

To configure an expense schedule / transaction approver user class:

1. If you want to create approval levels, set the approval levels on the Financial Settings page.

2. Create the user class you want to use for approvals.

   Note:

   Give the user class a descriptive name so you know what the user class is used for.

3. Configure the user class to have the following security settings:

   Tab	Security Item	Setting
   Page Access	Administration > Dashboard > Manage Contracts > Approve Contract Payments	Edit
   Page Access	Administration > Dashboard > Manage Contracts > Approve Equipment Contract	Edit
   Page Access	Contract > Details > Summary	View
   Page Access	Equipment Contract > Details > Summary	View

   Note:

   If you want to create different user classes for contract payment approvers and equipment contract payment approvers, simply apply the security settings relevant to each entity type.

4. Create the user, and assign their approval thresholds / level.

5. Do one of the following:

   • Choose the entities to which you want the approver to have approval access.

     A user can only approve records on an entity to which the user has access.

   • Give the user the following additional settings:

     Tab	Security Item	Setting
     Actions	Default access to Contract for Portfolio Members	Edit
     Actions	Default access to Equipment Contract for Portfolio Members	Edit

     The option you choose depends on the security approach you take as a system administrator. The first option will limit approvals to select entities, while the second option will grant your approvers blanket access to all entities of that type.

To configure a work flow approver or assignee user class:

1. Create the user class.

   Note:

   Give the user class a descriptive name so you know what the user class is used for.

2. Configure the user class to have the following security settings:

    

   Tab	Security Item	Setting
   Page Access	Entity	View
   Page Access	Entity > Details > Forms	View
   Page Access	Entity > Details > Schedule	View
   Page Access	Entity > Details > Work Flow	Edit
   Page Access	Forms > [Form Layout]*	See below
   Page Access	List Layouts > [Custom List]*	See below
   Page Access	Sub-Pages > [Sub-Page Layout]*	See below
   Field Security	Forms > All	Edit
   Field Security	Forms > Form Values	Edit
   Field Security	Forms > Form Template > [Field Name]**	See below
   Field Security	Schedule	Edit
   Field Security	Workflow	Edit

    

   * Grant View or Edit access dependent upon the user class' interaction with the work flow.

   • Grant Edit access to the layouts for the work flow approver / assignee user class.

   • Grant View access to the layouts when the member is involved in the work flow or needs to view the work flow but does not need to interact with the form or custom list.

    

   ** Grant No Access, View access, or Edit access based on the user's responsibilities.

    

   Important!

   If you only want users to see work flows where they are an assignee or an approver, set the WF Notify List setting to No Access. This setting is found on the Field Settings page, under Workflow > Workflow Step (All) .

3. Create the user.

4. Choose the entities to which you want the user to have access.

5. Configure your work flow form steps to require assignees or approvers.