Note:
This feature is only available if you have booked the “Advanced” or “Pro” package. To make changes to your current package, please contact your responsible contact person or reach out to customersuccess@alasco.de.
Topic overview
As an admin, you can define approval processes in Alasco to secure changes—for example, to the budget structure—using the four-eyes principle. In this article, you will learn step by step how to create and configure a new approval process for budget changes.
Create an approval process
First, open Master data via the navigation bar on the left-hand side of the screen. Here you manage all overarching settings for your account, including workflows and approval processes.
In Master data, select "Approval process" in the Workflows section. Here you will see an overview of all approval processes that have already been created for your account.
Click Add in the top right to create a new approval process. A dialog window opens where you can define the basic settings of the process.
Define what the approval process should look like in detail and what it should apply to:
Object: Select Budget structure here. Currently, approval processes can only be created for this object. However, it is planned to control other areas of a project via an approval process in the future.
Process name: Choose a clear and descriptive name, e.g., “Budget changes”.
Approver: Define which person is allowed to approve budget changes. At the moment, exactly one approver can be defined per process.
Finally, select which projects the approval process should be applied to. You can select one or multiple projects. The approval process will then automatically apply to all budget structure changes in those projects.
Then click Save to activate the process.
Edit or delete an approval process
To edit or delete an existing approval process, navigate to the approval process overview in Master data as described above. Then click the three dots at the end of the row of the process you want to edit or delete.
Under Edit, you can adjust and save all information that was entered when creating the process.
Click Delete if you want to permanently delete the process and confirm the action in the dialog window that opens.
Note:
Please note that deleted approval processes cannot be restored.
What happens after creating the approval process?
Once the approval process is active:
Changes to the budget structure in the assigned projects must be requested and approved by the approver.
During the review, the budget structure is locked.
The previously active budget version remains valid until the new version is approved.
After approval, the new budget version becomes effective automatically.