Set up Order Request Approval

Owned by Vincent Mutambuki
Last updated: Oct 18, 2022
3 min read

We have made the Order Approval process really simple in Checkout. To turn on the approval process, all you need is an Approval Workflow in your project that is tied to the Checkout issue type. This guide lays out how an administrator can set up a required approval in a Checkout project.

 

If you followed our instructions to set up Checkout in a brand new project, the Checkout issue type will be using a system default workflow which cannot be modified. The workflow scheme for the project will need to be modified before an approval process can be set up. The person following this document must have Jira Administration level permissions.

The screenshot below shows the Approvals workflow which is automatically generated when an IT Service Desk template is used to create a project. Any workflow can be used to set up an approval process, but this one is a great starting point if you aren’t too familiar with constructing workflows.

If the Checkout project was created with the IT Service Desk template, this workflow should be created, but not in use on the Checkout project. It will be named in the form of project-key: Service Request Fulfillment with Approvals workflow for Jira Service Desk. To use it on the Checkout issue type, modify the project Workflow Scheme and assign that workflow to the Checkout issue type.

 


Any of the statuses can be turned into an approval status by selecting the status and checking the Add approval check box. The key for this workflow is that the create transition leads to the Waiting for Approval status, which we will set up to require an approval.

The Waiting for Approval Status has special configurations that allow you to set the Approver fields. Leave it at the default Approvers field. Checkout adds the Department owner to this field - which in turn turns on the approval process.

 

 

Automations

Next, you will want to create a couple of automation rules in the project. These automation rules will disable the Submit Order button until a request is approved, re-enable the Sumbit Order button if the request is approved, and automatically decline all Items if the request is declined.

To create the automation rules, navigate to Project Settings > Checkout > Automation > Create Rule.

Let’s take these one-by-one:

Disable the Submit Order button when an approval is required. Create a new rule with the following configurations:

 

Re-enable the Submit Order button once the request has been approved. Create a new rule with the following settings:

 

 

The final automation rule we want to create will mark all Items in an Order as declined if the approver declines the request. Set up a rule as follows:

Please be sure to check that the trigger you are using is “Request Declined” with a capital “D”. we have a known issue with triggers being named similarly right now.

Write into our Support Desk with any questions you have.