Bulk Approval Rejection of CRs

Owned by Enterprise IT
May 08, 2024

Feature released in SummitAI Service Management (Tahoe SP3 HF01, Change Management)

What's New?

The Approver can do the bulk approval or rejection of the multiple Change Records (CRs) at the same time. 

To achieve this, a new icon Bulk Approval/Rejection of CRs is introduced on on the APPROVE CHANGE RECORD page,  under ACTIONS panel is introduced.

 Screenshot

Figure: Approve Change Records

Benefits

  • Flexibility for the Approver to approve or reject all pending approval irrespective of the status and approval level.
  • Provision to approve or reject multiple CRs at one time.
  • Eliminates the need for Approver to open each CR to approve or reject

Prerequisites

Ensure following prerequisites are met to configure Bulk Approval/Rejection of CRs:

  1. Configure Enable Bulk Approval/Rejection of CR

    To configure Enable Bulk Approval/Rejection of CR, perform the following steps:

    1. Navigate to Admin > Basic > Infrastructure >  Select the required Tenant. 
    2. Click CONFIGURE DETAILS on the ACTIONS panel and select CHANGE MANAGEMENT under MODULES. The TENANT page is displayed.    

     See Screenshot

    Figure: Tenant page

    3. Select the checkbox Enable Bulk Approval/Rejection of CR.
            If selected, the Bulk Approval/Rejection of CRs option will be displayed under the ACTIONS panel of APPROVE CHANGE RECORD list page.
        If not selected, the Bulk Approval/Rejection of CRs option will not be displayed under the ACTIONS panel of APPROVE CHANGE RECORD list page.
        By default, this checkbox is not selected.   

  2. Configure Bulk Approve Change Request job to process the CRs for bulk approval and rejection.
    To configure the Bulk Approve Change Request job, perform the following steps:
    1. Navigate to Admin > Infrastructure > Custom Scheduler. On the CUSTOM SCHEDULER list page, click FILTERS. The FILTERS page is displayed.

       
        Figure: FILTERS

    2. Select Bulk Approve Change Request from the Job Options drop-down list.

Configuring Bulk Approval/Rejection of CRs

To configure this functionality, perform the following steps:

  1. Navigate to Change > User > Approve Change Record. The APPROVE CHANGE RECORD page is displayed.


    Figure: APPROVE CHANGE RECORD List page 

  2. On the APPROVE CHANGE RECORD list page, select the checkboxes corresponding to the CRs you want to include in bulk approval of rejection. You can select the topmost checkbox at column heading to select all CRs displayed on the page.

    The Count displays the total number of CRs selected for bulk approval or rejection. The count is not displayed per page. The count display will keep on increasing as per the CRs selection on successive pages. If you move from one page to another page, the selected CRs on a specific page will remain selected.

     Example

    In the following screenshot Count is displayed as 3 of 33 on page 2. Here, 2 CRs are selected on page 1 and 1 CR is selected on page 2. Hence, it is displays 3 CRs out of total 33 CRs. 


    Figure: APPROVAL CHANGE RECORD - Count

  3. Navigate to ACTIONS > BULK APPROVAL/REJECTION of CR. The BULK APPROVAL/REJECTION of CR pop-up page is displayed.


    Figure: BULK APPROVAL/REJECTION of CR

  4. Specify the required field information on the BULK APPROVAL/REJECTION of CR pop-up page.  

    Field Description

    Field

    Description

    Status

    Specify the status from the drop-down list. Available options are as follows:

    • Approve - If selected, the selected CRs gets approved.
    • Reject - If selected, the selected CRs gets rejected.

    Remark

    Specify the remarks for the bulk approval or rejection of CRs. Maximum character limit is 250.

    Submit

    Click Submit to approve or reject the bulk approval or rejection.

    Cancel

    Click Cancel to discard the bulk approval or rejection.

  5. Click Submit. 
    The Approver should receive an e-mail notification with a list of all bulk approved or rejected CRs. The e-mail notification contains details such as CR ID, Level Number, Approval Level, Approval Status, Approval Date and Approval Remarks. A sample screenshot is shown below:

         
          Figure: Email Notification        

The approval or rejected time captured on Change History pop-up page of CR displays the actual time of Approval or Rejection of that CR.

 Example

For Example: When 100 CRs are bulk approved, the system will take some time to process the approval for each CR. So, the actual approval process time should be captured in the change history for the individual CR. It is not the time taken for whole bulk process.

You need to run a job for the selected CRs for the bulk approval/rejection to get processed. Until the bulk approval/rejection of CRs, you can not open or edit the CR. If you attempt open a CR which is undergoing the bulk approval/rejection process, the following validation message is displayed:

"Undergoing Approval Process. Please try again after some time.”


An Analyst can be approver of multiple CRs with different approval level and status. An analyst can do bulk approval/rejection of CRs irrespective of the approval levels and the status. The CR is moved from the APPROVE CHANGE RECORD list page only if all pending approvals are done by the Analyst for all the levels they are mapped as approvers.
For Example: If an Analyst is mapped as an approver for


Validations

The following are the validations while using BULK/APPROVAL of CRs feature:

  • CRs with status as Referred Back will be greyed out and not applicable for Bulk Approval or Rejection. On mouse hover, you will get the following message:
    "This is a Referred Back CR."
  • CRs with status as On-Hold will be greyed out and not applicable for Bulk Approval or Rejection. On mouse hover, you will get the following message:
    "This is a On-Hold CR".

  • CRs with the mandatory fields configuration at Workflow level will be greyed out and not applicable for Bulk Approval or Rejection. Navigate to Admin > Workflow > Select the Workflow > Right click on Workflow > click Properties. The PROPERTIES page is displayed. 

     Screenshot


    If Are Mandatory Fields Required To Be Filled by Approver? is selected as Yes then the CR is not applicable for bulk approval or rejection.

    If Are Mandatory Fields Required To Be Filled by Approver? is selected as No then the CR is applicable for bulk approval or rejection.

    On mouse hover, you will get the following message:
    "This CR contains Mandatory fields which needs to be filled".

  • If CR Initiator and Approver are same and if Do Not allow CR Approval checkbox is enabled at Tenant level, then CR is not applicable for Bulk Approval/Rejection.
    On mouse hover, you will get the following message:
    "The CR Initiator and CR Approver are same.”

     Screenshot

    Figure: Tenant Configuration


  • If CR Initiator and Authorizer are same and if Do Not allow CR Authorization checkbox is enabled at Tenant level, then CR is not applicable for Bulk Approval/Rejection.
    On mouse hover, you will get the following message:
    "The CR Initiator and CR Authorizer are same.”

     Screenshot

    Figure: Tenant Configuration

  • If the Approver is assigned only to vote but not to approve the CR.
    On mouse hover, you will get the following message:
    "This CR contains vote for CAB approval.”