A recipient keeps a product on the shelf up to a specific point in time when they unsubscribe the products again. Sometimes, however, products are only required for a certain length of time and can be canceled automatically. The recipient is notified by email before the expiry date is reached and has the option to renew the request.
To set up the notification procedure
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In the Designer, set the QER | ITShop | ValidityWarning configuration parameter and enter the warning period (in days) for expiring requests.
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In the Designer, configure and activate the Reminder for IT Shop requests that expire soon schedule.
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Enter the following data for the approval policy:
- Save the changes.
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When a request is granted approval or denied, the request recipient is notified by email. Notification may occur after approval or denial of a single approval step or once the entire approval process is complete. Requests can be automatically granted or denied approval once a specified time period has expired. The recipient is notified in the same way in this case.
To set up the notification procedure
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A delegator can, if required, receive notifications if the recipient of the delegation has made an approval decision in the IT Shop. Notification is sent once an employee has been determined as an approver due to delegation and has made an approval decision for the request.
To send notification when the employee who was delegated an approval approves or denies the request
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In the Designer, set the QER | ITShop | Delegation | MailTemplateIdents | InformDelegatorAboutDecisionITShop configuration parameter.
By default, a notification is sent with the Delegation - inform delegator about decided request mail template.
TIP: To use custom mail templates for emails of this type, change the value of the configuration parameter.
Delegations are taken into account in the following default approval procedures.
Table 61: Delegation relevant default approval procedures
|
Department responsibilities |
D0, D1, D2, DM, DP, MS |
|
Cost center responsibilities |
P0, P1, P2, PM, PP, MS |
|
Location responsibilities |
MS |
|
Business role responsibilities |
OM, MS |
|
Employee responsibilities |
CM |
|
IT Shop structure responsibilities |
H0, H1, H2 |
|
Memberships in business roles |
OR |
|
Memberships in application roles |
DI, DR, ID, IL, IO, IP, OA, OC, OH, PI, PR, RD, RL, RO, RP, TO |
Example
Jon Blogs is responsible for the R1 business role. He delegates his responsibility for the business role to Clara Harris. Clara Harris is herself responsible for R2 business role.
A member of the R1 business role requests a product in the IT Shop. Jon Bloggs is established as an approver through the OM - Manager of a specific role approval process. The request is assigned to Clara Harris for approval through delegation. Jon Blogs is notified as soon as Clara Harris has made her approval decision.
A member of the R2 business role requests a product in the IT Shop. Clara Harris is determined as the approver through the OM - Manager of a specific role approval workflow. No notification is sent because Clara Harris does not make the approval decision due to delegation.
Bulk delegation
You have the option to delegate all your responsibilities to one person in the Web Portal. If you have a lot of responsibilities, it is possible that not all the delegations are carried out. A delegator can send a notification to themselves if an error occurs.
Detailed information about this topic
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Requests can be automatically aborted for various reasons, for example, when a specified time period has expired or if no approver can be found. The request recipient is notified.
To set up the notification procedure
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In the approval policy, on the Mail templates tab, enter the following data.
Mail template aborted: IT Shop request - Aborted
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