Business Requirement
The organization requires a Purchase Order workflow that sends approval requests to multiple users. However, the workflow only needs one of the approvers to approve the request for the workflow to be fulfilled.
How to Configure:
This post explains how to achieve this using a Workflow User Group and some TWEAKS to the standard Workflow.
To achieve this, the following steps need to be taken:
Step 1: Workflow User Group
Workflow User Group Create a workflow user group that includes multiple approvers. For this scenario, there are 3 approvers in the workflow user group with the Same Sequence Number. This ensures that the approval request is sent to all the approvers in the group.
Step 2: Workflow Setup
Workflow Setup Use the Purchase Order Workflow Template to create the workflow and make any necessary modifications to meet the specific requirements of the organization. This includes setting up the workflow events, tasks, and notifications.
Step 3: Add Workflow User Group in Purchase Order Workflow
Add Workflow User Group in Purchase Order Workflow Select the Workflow User Group created in Step 1 and add it to the Purchase Order Workflow. This ensures that the approval request is sent to all the approvers in the group.
Step 4: Edit Events and Conditions
Edit Events and Conditions In this step, you need to modify the On Condition for Pending Approvals. Change it from "0" to "Always." Additionally, delete the third line, which added an additional condition (Pending Approvals > 0). This allows for the approval request to be fulfilled even if only one of the approvers approves it.
By following the above steps, the business can fulfill its requirement, and the Purchase Order will be released.
However, there is a question that arises. If there are three approvers and only one approves, what happens to the other two approval entries? Upon inspection, it is found that for the same record, two approval entries are left open.
To close the open approval entries, an additional response needs to be added to line no. 2.
Step 5: Add Additional Response
Add Additional Response Add the additional response "Approve the approval request for the record." This ensures that all the approval entries are closed, even if only one of the approvers approves the request.
this doesn't work for multilevel for. e.g sequence 1 (4 users), sequence 2 (1 User), sequence 3 (1 User). if one of the 4 users in level 1 approved, the remaining in the approval entries become "Approved", which incorrect because still need to get approval from Level 2 and Level 3. do you have any idea for the setup? thank you so much
I can't get the result that You described, I have a group people with the same sequence no. 1, and status open I have only to ID which is first in this group, and it cause that the rest don't receive a notification that something is to approve. Which condition is responsible for open status for all people in a group?