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Approving Work Documents

You can set APM to require approval for work requests and work orders, as well as for other document types.

Using the APM document approval function, you can specify the types of documents your organization requires to be approved electronically and the employees who are authorized to approve the documents. You can set approval limits and create approval routes that define the sequence of approvers. The approval function allows for automatic approvals, approver substitutions multiple approval routes for the same GL account or asset, and separate approvals for the purchased requirements on work orders.

Note: Approval requests with a zero or no value estimate are not eligible to be automatically approved. Zero or no value requests are always routed for approval.

Approval routes are made up of one or more employees in your organization who have been set up as approvers: people authorized to handle requests for document approval. When you set up an approval route, you identify the approvers who review certain types of documents, such as work requests or purchase orders, and stipulate the maximum value these employees are authorized to approve.

Work Requests: If you turn on the approval setting for work requests, the work request must be approved before it can be turned into a work order.

Work Orders: You can specify which work order tasks require approval based on the work types you define. Once a work order is sent for approval, it cannot be edited until it has been approved.

Work order approval can consist of a single- or two-step process, depending on your organization’s policies. Work orders can be approved as a single document, or they can require a separate approval step for requirements.

If a single-step process is used, approving the work order approves both the work order and all of its requirements: both the work that is being done and any requirements that have to be purchased to complete it.

If the two-step process is used, the work and purchases are approved separately. The first step is approving the work. Once the work has been approved, a separate approval request is created for each of the work order’s requirements with a fulfillment method of purchase. If you select the two-step process for work orders, APM automatically sets requisitions as requiring approvals.