Approval Requests

Pramata has easy-to-use approval capabilities that do not require a complicated, rigid setup process. We understand that each contract will have unique approval requirements so we have made it easy for you to get approvals from whomever you need and whenever you need in the contract lifecycle process.

Requesting Approvals

When you are ready to get an Approval on a contract, navigate to the “Request Actions” section and click on the “Send for Approval” link.

Note that, the Contract Request must be assigned to you, and you can request an Approval at any step of the process.

Steps for Requesting Approvals

1. Navigate to the Queue menu and click a contract request that needs approval.
2. In the Contract Request summary page, navigate to the Request Actions section and click Send for Approval.
   Note: When your contract matches an Approval Template, a counter badge appears next to "Send for Approval" showing how many pre-configured approvers are required. Clicking "Send for Approval" will automatically present the complete list of suggested approvers. 
3. In the pop-up window, do the following:
   1. In the Approver drop-down list, search and select the Approvers name. Alternatively, if a contract requires sign-off from more than one approver, you can enter all the Approvers into your list and select an Approval Order:
      • Send All at Once: All approvers notified simultaneously. You can then set the Completion Requirement:
        • All Must Approve: Every approver must approve before the request moves forward.
        • Any One Can Approve: The first approver to respond moves the request forward. The remaining approvers are automatically notified that no action is required.
          Note: If any approver rejects before an approval is received, the request is canceled immediately.
      • Send One After the Other: Approvers are notified sequentially. Learn more here.
   2. In the Comments text box, type your message.
   3. In Attach file section, click the Select files from attachments button to attach one or more documents from Doc Versions Attachments.
   4. Click Request Approval.

When a Contract Request is sent for Approval:

• The Approver receives an email where they can choose to Approve, Deny, or Reply for more clarifications. Based on the approval the status of the contract will be updated. To know more about how to respond to an Approval Request, refer here.
• The Status of the request is auto updated to ‘Waiting for Approval’.
• The Assignee name remains the same and will still be assigned to the same assignee.
• The Comments tab displays all messages sent or received for the request.
• The Approval History tab shows the approval status for contracts sent for approval with the Approver name, status and other approval details. Here, you can do the following actions:
  • Recall Approval Request
  • Send Reminder

Responding to an Approval Request

An Approver receives an email about the Approval Request where they can choose to respond using any of the options mentioned below.

Option 1: Respond directly to the email

The Approver request email is interactive and approvers can directly use it to respond the request.

• To reply to a contract request for further information/query, click the Reply button and add your comment. Click Submit.
• To approve/deny a request, click the Approval / Deny button respectively. Add your comment and click Submit.

 

Option 2: Respond via Contract Request Module

Approvers can use the Request Number link in the email to navigate to the contract request summary page. To approve/deny a request, click the Approval / Deny button respectively. Add your comment and click Approve / Deny to confirm.

 

Option 3: Access via the Pending Approvals Banner

When you navigate to the Queue menu, a notification banner will appear at the top of the page if you have pending approvals waiting for your review.

To access and respond to a pending approval:

1. Navigate to the Queue menu. If you have pending approvals, a banner will display the number of approvals awaiting your review with the message "Click to review and take action".
2. Click the banner to view the list of pending approval requests.
3. Select the relevant request to open the contract request summary page.
4. Click the Approve / Deny button respectively. Add your comment and click Approve / Deny to confirm.

Frequently Asked Questions

Q. How is the 'Approver' drop-down list populated with users?

A. All users with the profile access to the Contract Request module will be listed here. To configure users with this profile, refer here. Also, only the first 25 users will be displayed in the list, type the Approvers name to search for a specific user.