Working with additional approval steps

As described in “Creating an approval process with a Simple final step” and “Creating an approval process with a Hierarchical final step”, when you create an approval process with the wizard, you automatically create the Final approval step.

Afterwards, you must add all other approval steps to the process (unless you are creating a process with just one approval step).

Users can simultaneously work on the data from different steps but are only allowed to submit (for approval) or approve their step if the previous step has been completed (Approved).

Adding an approval step

As explained in “Creating an approval process with a Simple final step”, a Simple approval step represents one area of data in an approval process whose status is determined by its Owner and Approver.

After you have created the approval process and final step, you can proceed to add as many additional steps as necessary, as based on your predetermined plan.

To add a Simple approval step, follow these steps.

1. If you have not yet created the approval process and final step, as described in “Creating an approval process with a Simple final step” or “Creating an approval process with a Hierarchical final step”, go back and do so now.
2. Right-click on the step that you want to use as the parent of the new step. A pop-up menu appears.
3. Choose Add Approval Step. The Start dialog of the wizard appears.
   
4. Click Next. The Approval Step Type dialog of the wizard appears.
   
5. Select the step type and click Next.
6. Continue to create the step, as described in “Creating an approval process with a Simple final step” or “Creating an approval process with a Hierarchical final step”.
   
7. If necessary, you can drag the box and its arrow to a different location in the diagram.

Adding an approval step to the middle of a process

When you create an approval process, you normally begin with the final approval step, and then create steps below other steps to complete the approval tree. What if you have your entire process built and realize that you need to add a step somewhere near the middle?

To add an approval step in the middle of an existing process, follow these steps.

1. Choose File > Open Process. The Open Existing Approval Process dialog appears.
   
2. Select the approval process and click OK.
3. On the parent step, right-click and create your new middle step, as described in “Adding an approval step”. It starts as a sibling of the step you eventually want as the middle step’s child.
4. Click on the step you want as the child of your middle step and choose Edit > Cut. The step disappears from view.
5. Click on your middle step and choose Edit > Paste.

Editing an approval step

If any of the details of an approval step are incorrect or incomplete, you can correct them.

To edit an approval step, follow these steps.

1. Choose File > Open Process. The Open Existing Approval Process dialog appears.
   
2. Select the approval process and click OK.
3. Right-click on the step. A pop-up menu appears.
4. Choose Properties. The Approval Step Properties dialog appears.
   
5. Click the appropriate tabs and make changes as necessary.
6. Click OK.

Deleting an approval step

If you no longer need an approval step, you can delete it.

Caution: If you follow this procedure, you cannot reverse your decision. Use with caution.

To delete an approval step, follow these steps.

1. Choose File > Open Process. The Open Existing Approval Process dialog appears.
   
2. Select the approval process and click OK. The process opens, showing all steps.
3. Right-click on the step to delete. A pop-up menu appears.
4. Choose Remove Approval Step.