In FieldEx, approval workflows help enforce control over asset and part movement by requiring designated users (like supervisors or planners) to review and approve requests before they’re fulfilled.
You can configure approvals for:
Requisition Notes
Consignment Notes
This article explains how approval workflows works, where to set it, and how it supports your day-to-day responsibilities.
Useful Pre-requisites
1. Setting Up User Groups
Path: Setup > Users > Groups > Inventory
From the setup, configure which group is required to approve when a specific group submits a request.
Click create new
Add users to the selected group
Click Save
2. Setting Up Managing Groups for Zones
Path: Setup > Modules > Inventory > Zone
The group that manages the Zone allows all members of the group to have the authority to accept or reject asset transfers, requisition requests, and consignment requests for any bins under the zones they are assigned to.
Click create new
Add Managing Group based on the User Group designated for the zone
Click Save
Step-by-Step: Configuring Approval Workflows
1. Setting Up Approval Relationships
Each approval relationship defines two sequential approval stages for requisition and consignment notes in FieldEx.
Level 1 Approval Group
Definition: The managing group of the zone where the bin is located.
Role: Reviews and approves requisition requests originating from their zone before escalation.
Example: If the bin is in Zone A, the Zone A Managing Group is Level 1 approver.
Level 2 Approval Group
Definition: The group that supervises or manages the Level 1 group.
Role: Provides secondary oversight and final approval after Level 1’s review
Example: If Zone A Managing Group is Level 1, their supervising Regional Management Group could be Level 2.
2. System Configuration
The System Configuration lets you define:
Approval Order: Whether approvals must happen in a specific sequence or can be done in any order
Required Approvers: Which groups need to provide approval for a requisition note
3. How Bins Affect Approval Flow
Approvals are determined by the groups in charge of the zones where bins are located:
From Bin (Source) Example: If From Bin = "New York-ER-12" The Level 2 group of the group in charge of the zone containing "New York-ER-12" will need to approve |
To Bin (Destination) Based on your configuration settings, the group in charge of the zone containing the sender’s bin and/or that group's Level 2 will need to approve |
4. How Requisition Notes are Processed
When a user creates a requisition note:
The system identifies the source and destination bins
FieldEx determines which zone the selected bins belong to
Based on zone ownership, it identifies which groups need to approve
Approvals are routed according to your specified order (if any)
The requisition is only processed after all required approvals are received
5. Important Rules
Each group can only be used once as a Level 1 Approval group
Level 1 and Level 2 cannot be the same group
At least one approval is required for any requisition note
Bin locations determine which groups are involved in the approval process
Approving Requests
Once a request is submitted, the designated approvers will receive a notification indicating that a new request is awaiting their approval.
Approvers can choose to Approve or Reject a request. If approved, the approver will have the option to initiate the item transfer to mark the end of the requesting process. If rejected, the approver will be prompted to provide a rejection note stating the reason for the decision, and the requestor will be notified accordingly.