Wiki source code of 18.7 One Step Approval

Last modified by Admin User on 2023/06/30 10:26
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7 The Approval process allows the approver to approve or return a requisition or order **directly from their email** instead of logging into PECOS P2P. This feature is supported for requisitions, purchase orders and change orders but not for receipts and invoice settlement. The One Step Approval process co-exists with the standard approval process: the approver maintains the ability to login to PECOS P2P and use the standard Inbox procedure for approval.
8 [[image:PECOS Admin.WebHome@Fig 17.17 - One step approval email message.png]]
9 The approval eMail contains two attachments and two buttons (with embedded links) allowing the approver to either approve or return the requisition from within the eMail body.
10
11 The One Step Approval process does not support editing and does not allow approvers to add comments. There will therefore be instances when the Approver must continue to log into PECOS P2P to edit or add comments prior to approval.
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13 The feature includes several components:
14
15 * A logon type allowing logon from an encrypted token
16 * A workflow action: ‘Request one-step approval’.
17 * An email notification type corresponding to the above workflow action.
18 * Keywords (Link URL’s) to be used in the above email.
19 * An .asp page for processing the one-step request.
20
21 = One Step Setup =
22
23 The following configuration of the workflow is required:
24
25 **~1. Workflow Activity**
26
27 The workflow task must be setup to support One Step Approval by selecting the activity ‘**Request One Step Approval**’.
28
29 **2. eMail Message**
30
31 The primary difference between one-step approvals and standard approvals is in the eMail notification message.
32
33 The message must include the proper links in the form of specially formatted html that will provide the one-step functionality. These message formats are provided below. Approvers need only to click on the appropriate button to complete the approval action: approve or return.
34
35 * **Approve.** If the Approver determines the requisition should be approved they must click the approve button in the eMail and a confirmation page is displayed.
36 * **Return.** If after reviewing the Requisition Detail screen the approver elects not to approve the requisition they must click the return button in the eMail. A confirmation page will be displayed.
37
38 The one-step email will contain an extra attachment that contains a snapshot summary of the document, to allow the approver to view its details without logging directly into PECOS P2P.
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40 A dynamic option is available to enhance security by forcing the approver to have to enter their login id and password after clicking on one of the eMail responses (see ‘**eMail Forwarding and Security**’).
41
42 == Requisitions ==
43
44 === eMail Text ===
45
46 When creating the email message the following html text must be added, //**exactly**// as displayed below. In the email received by the approver, two buttons with the correct document number and user information will be displayed.
47
48 <html>
49
50 <body>
51
52 <style type="text/css">
53
54 a.buttonText {font: normal bold 12px tahoma, arial, sans-serif;color:white;text-decoration:none;}
55
56 a.buttonText:hover{color:#fffece}
57
58 td.button {
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60 background-color: #4477aa;
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62 border-left: 1px solid #6699cc;
63
64 border-top: 1px solid #6699cc;
65
66 border-right: 2px solid #000066;
67
68 border-bottom: 2px solid #000066;
69
70 text-align:center;
71
72 padding: 0px;
73
74 }
75
76 </style>
77
78 User <b>%@BuyerName%</b> has submitted requisition <b>%@ExternalRequisitionID%</b>. This requisition requires your approval.<br>&nbsp;<br>
79
80 <table style="height:18px;">
81
82 <tr>
83
84 <td style="height:18px">
85
86 To approve the requisition directly, click on this button:
87
88 </td>
89
90 <td class="button" style="width:80px;height:18px">
91
92 <a class="buttonText" href="http:~/~/%@WebHostName%/IPMExports/reqAutoApprove.asp?action=approve&request=<%%AutoLoginToken%%>&auth=<%%AutoLoginAuth%%>" target="_blank">Approve</a>
93
94 </td>
95
96 </tr>
97
98 </table>
99
100 <br>
101
102 <table style="height:18px;">
103
104 <tr>
105
106 <td style="height:18px">
107
108 To reject the requisition and return it to the requisitioner, click on this button:
109
110 </td>
111
112 <td class="button" style="width:80px;height:18px">
113
114 <a class="buttonText" href="http:~/~/%@WebHostName%/IPMExports/reqAutoApprove.asp?action=return&request=<%%AutoLoginToken%%>&auth=<%%AutoLoginAuth%%>" target="_blank">Reject</a>
115
116 </td>
117
118 </tr>
119
120 </table>
121
122 <br>
123
124 To see the full details of this requisition, click on the attached HTML page.<br>&nbsp;<br>
125
126 </body>
127
128 </html>
129
130 Note the double percent signs around the AutoLoginToken and AutoLoginAuth keywords. Secondly, the only option to vary the two URLs is the substitution of //**https**// for //**http**//.
131
132 === eMail Attachments ===
133
134 The email received by the approver contains an extra attachment displaying details of the requisition. The requisition detail page is necessary, as the approver will not be entering PECOS P2P to undertake the approval. Clicking on the attachment will open the requisition detail page for the requisition to be reviewed.
135
136 * **Requisition_login.html:** First, the normal approval attachment. If the approver opens this attachment they will be transferred to the normal login page and from there to the standard approval page.
137 * **Requisition_approval_trail.html:** The second attachment contains a snapshot summary of the document that allows them to view its details without logging into PECOS P2P.
138
139 == Purchase Orders ==
140
141 === eMail Text ===
142
143 When creating the email message for purchase order one step approval, the following html text must be added, //**exactly**// as displayed below. In the email received by the approver, two buttons with the correct document number and user information will be displayed.
144
145 <html>
146
147 <body>
148
149 <style type="text/css">
150
151 a.buttonText {font: normal bold 12px tahoma, arial, sans-serif;color:white;text-decoration:none;}
152
153 a.buttonText:hover{color:#fffece}
154
155 td.button{
156
157 background-color: #4477aa;
158
159 border-left: 1px solid #6699cc;
160
161 border-top: 1px solid #6699cc;
162
163 border-right: 2px solid #000066;
164
165 border-bottom: 2px solid #000066;
166
167 text-align:center;
168
169 padding: 0px;
170
171 }
172
173 </style>
174
175 User <b>%@BuyerName%</b> has submitted Purchase Order <b>%@ExternalOrderID%</b>. This order requires your approval.<br>&nbsp;<br>
176
177 <table style="height:18px;">
178
179 <tr>
180
181 <td style="height:18px">
182
183 To approve the order directly, click on this button:
184
185 </td>
186
187 <td class="button" style="width:80px;height:18px">
188
189 <a class="buttonText" href="http:~/~/%@WebHostName%/IPMExports/OneStepApproval.asp?action=approve&request=<%%AutoLoginToken%%>&auth=<%%AutoLoginAuth%%>" target="_blank">Approve</a>
190
191 </td>
192
193 </tr>
194
195 </table>
196
197 <br>
198
199 <table style="height:18px;">
200
201 <tr>
202
203 <td style="height:18px">
204
205 To reject the order and return it to the requisitioner, click on this button:
206
207 </td>
208
209 <td class="button" style="width:80px;height:18px">
210
211 <a class="buttonText" href="http:~/~/%@WebHostName%/IPMExports/OneStepApproval.asp?action=return&request=<%%AutoLoginToken%%>&auth=<%%AutoLoginAuth%%>" target="_blank">Reject</a>
212
213 </td>
214
215 </tr>
216
217 </table>
218
219 <br>
220
221 To see the full details of this order, click on the attached HTML page.<br>&nbsp;<br>
222
223 </body>
224
225 </html>
226
227 Note the double percent signs around the AutoLoginToken and AutoLoginAuth keywords. Secondly, the only option to vary the two URLs is the substitution of //**https**// for //**http**//.
228
229 === eMail Attachments ===
230
231 The email received by the approver contains an extra attachment displaying details of the purchase order. The order detail page is necessary, as the approver will not be entering PECOS P2P to undertake the approval. Clicking on the attachment will open the purchase order summary page for the order to be reviewed.
232
233 * **approval.html:** First, the normal approval attachment. If the approver opens this attachment they will be transferred to the normal login page and from there to the standard approval page.
234 * **PO_Summary_View.html:** The second attachment contains a snapshot summary of the purchase order that allows the approver to view its details without logging into PECOS P2P.
235
236 == Change Orders ==
237
238 === eMail Text ===
239
240 When creating the email message for change order one step approval, the following html text must be added, exactly as displayed below. In the email received by the approver, two buttons with the correct document number and user information will be displayed.
241
242 <html>
243
244 <body>
245
246 <style type="text/css">
247
248 a.buttonText {font: normal bold 12px tahoma, arial, sans-serif;color:white;text-decoration:none;}
249
250 a.buttonText:hover{color:#fffece}
251
252 td.button{
253
254 background-color: #4477aa;
255
256 border-left: 1px solid #6699cc;
257
258 border-top: 1px solid #6699cc;
259
260 border-right: 2px solid #000066;
261
262 border-bottom: 2px solid #000066;
263
264 text-align:center;
265
266 padding: 0px;
267
268 }
269
270 </style>
271
272 User <b>%@BuyerName%</b> has submitted Change Order <b>%@ExternalOrderID%</b>. This order requires your approval.<br>&nbsp;<br>
273
274 <table style="height:18px;">
275
276 <tr>
277
278 <td style="height:18px">
279
280 To approve the order directly, click on this button:
281
282 </td>
283
284 <td class="button" style="width:80px;height:18px">
285
286 <a class="buttonText" href="http:~/~/%@WebHostName%/IPMExports/OneStepApproval.asp?action=approve&request=<%%AutoLoginToken%%>&auth=<%%AutoLoginAuth%%>" target="_blank">Approve</a>
287
288 </td>
289
290 </tr>
291
292 </table>
293
294 <br>
295
296 <table style="height:18px;">
297
298 <tr>
299
300 <td style="height:18px">
301
302 To reject the order and return it to the requisitioner, click on this button:
303
304 </td>
305
306 <td class="button" style="width:80px;height:18px">
307
308 <a class="buttonText" href="http:~/~/%@WebHostName%/IPMExports/OneStepApproval.asp?action=return&request=<%%AutoLoginToken%%>&auth=<%%AutoLoginAuth%%>" target="_blank">Reject</a>
309
310 </td>
311
312 </tr>
313
314 </table>
315
316 <br>
317
318 To see the full details of this order, click on the attached HTML page.<br>&nbsp;<br>
319
320 </body>
321
322 </html>
323
324 Note the double percent signs around the AutoLoginToken and AutoLoginAuth keywords. Secondly, the only option to vary the two URLs is the substitution of //**https**// for //**http**//.
325
326 === eMail Attachments ===
327
328 The email received by the approver contains an extra attachment displaying details of the change order. The order detail page is necessary, as the approver will not be entering PECOS P2P to undertake the approval. Clicking on the attachment will open the purchase order summary page for the order to be reviewed.
329
330 * **approval.html:** First, the normal approval attachment. If the approver opens this attachment they will be transferred to the normal login page and from there to the standard approval page.
331 * **PO_Summary_View.html:** The second attachment contains a snapshot summary of the change order that allows the approver to view its details without logging into PECOS P2P.
332
333 == Error Messages ==
334
335 Various errors can occur during One Step approval which will be displayed to the approver. The messages and their meaning are:
336
337 * //**Authorisation code is null or non-numeric.**// There is an error in the URL. Be sure the URL is formatted exactly as shown above.
338 * //**No login request.**// There is an error in the URL. Be sure the URL is formatted exactly as described.
339 * //**Not a requisition login request.**// There is an error in the URL. Be sure the URL is formatted exactly as described.
340 * //**Not a purchase order login request.**// There is an error in the URL. Be sure the URL is formatted exactly as described.
341 * //**Login failure. (Err: <number>).**// There was an error logging in. The user’s password may have expired since the email was sent.
342 * //**Your approval authorisation number was not found. Another user may have rejected or cancelled this order.**// The authorisation number that identifies your workflow task has been removed from the system. This is a normal situation based on the explanation in the message.
343 * //**Your approval authorisation number does not match your user ID. Please be sure you are logged in with the correct user ID.**// There is an error in the URL. Be sure the URL is formatted exactly as described.
344 * //**A system error has occurred accessing the order.**// An internal error has occurred during the approval process. Please note the time the error occurred and report it to your system administrator.
345 * //**Requisition ID mismatch.**// There is an error with the requisition reference in the URL.
346 * //**Order ID mismatch.**// There is an error with the order reference in the URL.
347 * //**Workflow task not found ~-~- another user may have approved the requisition**//. Your workflow task is no longer active in the system. This is a normal situation based on the explanation in the message.
348 * //**You cannot approve a requisition containing items for an unknown supplier**//. The requisition contains items for which no supplier has been identified. You cannot use one step approval. You must either log in to PECOS P2P and edit the requisition or return the requisition to the sender.
349 * //**Failed approving requisition <number>**//. An internal error has occurred during the approval process. Please note the time the error occurred and report it to your system administrator.
350 * //**Failed approving order <number>**//. An internal error has occurred during the approval process. Please note the time the error occurred and report it to your system administrator.
351 * //**Failed returning requisition <number> to originator**//. An internal error has occurred during the return process. Please note the time the error occurred and report it to your system administrator.
352 * //**Failed returning order <number> to originator**//. An internal error has occurred during the return process. Please note the time the error occurred and report it to your system administrator.
353
354 == eMail Forwarding and Security ==
355
356 All email systems allow users to forward email messages to other users either manually or via automated rules. One click approval cannot validate the originator’s identity (ie based on the originator’s mailbox or third party email system) and therefore it is important that one click approval emails are never forwarded to unauthorised personnel either internally or externally to your organisation. If there is a risk of unauthorised approval email forwarding, it is advisable to either exercise caution when utilising the one step approval feature or utilise the dynamic option explained below.
357
358 **Dynamic Option**
359
360 A dynamic option is available to enhance security for one step approval called **‘One Step Approval login’**. Two options are available: ‘Automatic Login’ and ‘Force login’. When ‘Force Login’ is selected, when the //approve// or //reject// buttons are clicked in the one step approval eMail, the PECOS P2P login window will appear in a pop up window. The approver is required to enter their user id and password credentials to validate their identity (see ‘**Dynamic Options**’ for more information).

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