A person approves
Decides whether a person must approve before the workflow creates anything in MCS.
Where it goes: before every Create in MCS step. A workflow cannot be published without one there.
How it works
This is where you decide what can go straight through. A typical setting is "until the sender is trusted": the first work items from a sender need approval, and after 3 approvals in a row, their work items go straight to MCS as long as every check passes.
Settings
| Setting | Choices | Default |
|---|---|---|
| When a person approves | Always. Until the sender is trusted. Only when a check flags something | Until the sender is trusted |
| Always the first time from a new sender | On or off. "First time" means no earlier finished work item from that contact on this workflow | On |
| Whenever a check warns | On or off | Off |
| Who | Anyone who can approve. A team. The depot's team (the team set up for the work item's depot in Settings, Teams). A person | Anyone who can approve |
The work item is assigned to "Who" when it starts waiting, unless someone already has it, and shows in their Needs me or My team view.
:::note Coming later The editor also shows Trusted after this many approvals in a row and Remind after (hours). These have no effect yet: trust always needs 3 approvals in a row, and there are no reminders. :::
Rules it always follows
Whatever the settings say, a person always approves when:
- the sender's email did not pass authentication;
- a security check failed.
A rejection puts the contact back to zero approvals on that workflow.
Each person can also have an approval limit. A work item over it shows "Over your limit. Assign it to someone who can approve it."
What can happen
| What happened | What happens next |
|---|---|
| No person needed | Carries on |
| A person approved | Carries on |
| A person rejected it | Stops, with the reason |
What you see on the work item
Approve and send to MCS, and why it is waiting, for example "waiting for approval".
Use it for
- Supplier invoices: until the sender is trusted, always the first time.
- Quote requests: always, so a person checks every quote.
- Routine customer requests: until the sender is trusted, so regular customers' work goes straight through.