On occasion, it may be required to reassign or modify approvals after a record has already been submitted, such as if an incorrect user is assigned, a person is not required for approval, or an additional approval step is required. This article provides guidance on adding, removing, and modifying approvers on an in-progress submission.

Prerequisites

• To reassign approvers, the Custom approvals enabled setting must be turned on. This can be accessed by navigating from the Approvals module dashboard to Manage module, under the General heading.
  
• The submission status must currently be In-progress. A finalised approval cannot be modified.
• Only Administrators and the submitter have access to modify an in-progress approval.

Instructions

1. Access settings on the submission

Navigate to the Submission record which requires modification. This is accessible from the Approvals module dashboard, or directly from the record being approved. On the submission, scroll to the bottom, and click Show / hide settings to display the options for the approval record.

2. Enable editing approvals

Under Show / hide settings, press the Toggle editing approvals button. This will enable the approval workflow to be modified. Note that the options to modify certain details - for example, assigning external approvers - depend on your system's configuration.

3. Modify approvals

With editing approvals toggled on, you are able to make a number of changes to the approval workflow.

1. Adding an additional approver to a workflow

Press the Insert approval after button beside an existing approver to add an additional approval step. Once added, you are able to specify the new approver's details.

2. Removing an approver from a workflow

Press the Remove approval button beside an existing approver to remove them from the workflow.

Note: If the current approver is removed, and there are no additional in-progress approvals, the approval will be assigned to the next user. They will not be notified of this. To notify them, press the Resend approval request button beside them. This will automatically save all changes to the approval.

3. Modify a pending approval

A number of details can be modified for a pending approver by selecting it & entering the desired information. For example, to reallocate an approver, click on the Approver dropdown, and select the new approver from the list.

4. Save changes to approvals

In general, changes to approvals are not automatically saved. To save your changes, press the Save button in the top-right of the toolbar. You will receive confirmation of the changes saving.