You are here: Chapter 9: Advanced Features > Change Manager > Create Approval Processes
Create Approval Processes
To create an approval process:
Select Administration
| Workspace, then select Change
Manager from the Automated
Workflow section of the main frame. The FootPrints Change Manager page is displayed.
Click Add Approval Process.
The Configure
Approval Process page is displayed.
In The Issue Criteria tab, enter the criteria
for initiating the approval process. When
an Issue is created, the data in the Issue is compared to the criteria
specified here and on other tabs. If
the criteria match the data in the Issue, the Issue is put into the approval process.
Title—Enter a word
or phrase for which to search.
Description—If a word or
phrase is entered (or multiple words using Boolean Operators), only Issues
containing that word/phrase in the Description are returned.
Keyword—If a word or
phrase is entered, any Issues containing that word/phrase in any field
are returned, including Title,
Description,
Workspace fields, and Address Book fields, as long as the full text search
conforms to full text keyword search
behavior.
Assigned
to—Highlight
one or more users to returns Issues assigned to the user(s) selected,
holding down the CTRL
key to select multiple users. If you do not want to limit the search
to any particular assignees, do not highlight any users. Advanced
Controls
are also available for this field.
Note on Permissions
Access to Issues is based on a user's RoleA user type assigned to one or more users to define permissions. Both built-in roles and custom roles can be assigned to users. Examples of built-in roles include Agent, Customer Read/Submit, and Workspace Administrator..
Assignment
options may be restricted based on your role. Please consult your FootPrints administrator for more information.
Submitted
by—If
a user is selected, the search returns only Issues created by that user.
Priority—Returns only
Issues of the specified priority or priorities. Highlight the priorities
to be included; hold down the CTRL key to highlight multiple priorities.
To return all priorities, no priorities need to be selected (this has
the same result as selecting all priorities).
Status—Returns only
Issues of the specified status(es). By default, Open
and any custom statuses are highlighted in the status dialog. To
select multiple statuses, hold down the CTRL key.
Other Issue
Information—The
fields in this tab differ depending on the fields in the current Workspace.
Search
on as many fields as desired. Search methods vary with the field data
types:
Character
field—Displays
a text box. Enter the word or phrase to search on (or multiple words using
Boolean Operators).
Number
field—Displays
a text box. Enter the number or part of a number for which to search.
Drop-down
and Multi-select field—Displays
a multi-select dialog box. Highlight one or more values to search on.
To search
for Issues that contain no data for the field, select No
data. If
you do not want to restrict the search based on choices in a field, do
not highlight any values.
In The Contact Criteria tab, enter contact criteria to be matched against data in the Issue. The fields in this tab differ depending
on the fields in current Address Book. Search
methods are the same as those for Issue Information fields (see above).
In the Advanced Criteria tab, enter other criteria. These criteria are not matched to data in fields, but instead provide a filter for the Issues that are returned.
Issue
Types to Include—Specify
whether Advanced Issue types, including Subtasks and Global Issues, are
returned. Options include:
All
Issue Types—All
Issue types are returned.
Regular
Issues—Regular
(non-Global or Master/Subtask) Issues are returned.
Include
Master Issues—Master IssuesA type of FootPrints Issue that contain Subtasks, each with a different task that must be completed before the Master Issue is Closed. The Master issue is the "parent" in a parent/child relationship between the Master Issue and its Subtasks.
that contain subtasks are returned.
Include
Subtasks—Subtasks
of Master Issues are returned.
Include
Global Issues—Global IssuesA special FootPrints Issue type used to designate important or frequently reported Issues that will affect many users. Global Issues can be broadcast to all Agents, are displayed on the Agent Home page, and can optionally be displayed for Customers to subscribe to. Whenever a new Issue is reported with the same problem, the Agent (and optionally the Customer) can link the Issue to the known Global Issue (called GlobalLinks). Global Issues can be closed with the GlobalLinks together at one time.
are returned.
Include
GlobalLinks—All
users' Issues linked to a Global Issue are returned.
Group
Master Issues with Subtasks/Global Issues with GlobalLinks—Available for
Reports only. These options override the sort order selected in the report.
Date—If dates are
specified, the search returns only Issues from the time period specified. Date Field Search Options
Age—Returns Issues
created in the time specified. Number
of days and hours can be specified. Modifiers
are also provided, including “Greater Than”, “Less Than”, “Equal to”,
“Greater than or Equal to”, “Less than or Equal to”, and “Not Equal to”.
As an example,
to return Issues greater than 1 day old, choose “Greater than” and fill
in “1” for “Days”.
Note
Age is always 24/7 and does not use the Workspace Work Schedule.
Note
Date/time fields can only be searched by date, not time.
Advanced Action Criteria—Click the checkbox to indicate that the issue has an associated Advanced Action that requires workflow (i.e., an approval via FootPrints Change Manager or some other factor) before execution on the asset. This checkbox only applies if you have BMC FootPrints Asset Core.
Multiple Criteria
And/Or—Select whether
the criteria you entered are all required to be fulfilled before triggering
the change management approval process (And)
or only one of them must be fulfilled before triggering the approval process
(Or).
In the Name/Save tab, enter
a name for the process (e.g., Capital Expenditure) and any comments or
description you want to include for the process. Enter your password and click the SAVE button to save this process.
The next section of this document describes how you create
the individual phases in the process you created.