<< Click to Display Table of Contents >> Navigation:  Modules > Asset Management > Software License Management > Authorizing Software > Software Request Portal > Approvals

When an MSL item is requested, and that item's setting requires approval, an email will be sent to the approver requesting an approval decision.  The approver simply responds to the email - there is no system to login to or screens to navigate.  The approver answers one or more questions in his/her reply.  The reply is parsed by the MIE and approval is granted (or not).  The entire request is sent for one approval (there is no line item by line item approval).

The Software Request Portal attempts to determine the requester's approving official based on an approval matrix that is maintained under the MIE's Workflow Automation module.  The matrix can be maintained using Workflow Automation, or it can be imported through the MIE's import engine.  Optionally, the matrix can be left un-populated, in which case the Software Request Portal will solicit the name and email address of the approving official from the requester.

Even if the approval matrix is populated, if the MIE cannot discern the approving official, and/or if the approving official's record is missing the email address, the requester will be solicited for the missing information.

The Software Request Portal does require that the approving official's email be different than the requester's (a requester is not allowed to approve his/her own request).

 

NOTE

The MIE will NOT accept replies from any email address other than the one to which the request was sent.  If the request is forwarded to someone else, and then replied to from another address, the MIE will simply ignore the reply.

 

Also note that the MIE tracks the answer to every question and the email address from which the answers came.  Therefore, if the requester sends the email for approval to someone other than the approving official, and that person approves the request, the MIE will have an audit trail that can be used to demonstrate employee fraud.  One of the questions recommended for asking the approver is if the approver is authorized to approve the request.  That answer will be documented and traceable back to the email address from which it came.

 

The email to be sent is based on a template maintained under Workflow Automation.  Given proper access, the template can be accessed from selecting Work Flow from the left menu and then selecting the Email Templates option from the sub-menu.   The questions, and expected answers, are also maintained under Workflow Automation.  Given proper access, click on Email Questions from the Work Flow sub-menu.