Approvals - How to approve a request Tutorial

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Objectifs :

This tutorial aims to guide managers on how to handle approval requests effectively within a project management context, focusing on the steps to approve, reject, or request additional information for pending approvals.

Chapitres :

Introduction to Approval Management
In previous tutorials, we explored how to create an approval process from scratch and how managers can establish models for better approval requests. This session will build on that knowledge by demonstrating how to manage approval requests effectively.
Navigating Approval Requests
As the manager of the beta project, you will need to approve various requests. To view your approval requests, click on the 'Sent' section to see everything you have sent or created. The 'Received' section displays items that require your approval or where you are involved in the approval process.
Handling a Pending Approval Request
For instance, let’s examine a pending request labeled 'Purchase Beta Project.' The request includes a comment stating, 'Please approve ASAP,' but lacks an attached document. In this case, you have several options to proceed:
Options for Managing Requests
You can choose from the following actions:
Actions Available
1. **Request Additional Information**: You can reply to the requester asking them to attach the necessary document. 2. **Cancel the Request**: If you believe the request is no longer valid, you can cancel it. 3. **Follow Up**: If you want to approve the request but need the document first, you can follow up with the requester. 4. **Reject the Request**: If the absence of the document is critical, you may reject the request outright. 5. **Approve the Request**: If you decide to approve it despite the missing document, you can do so and send a message via Teams.
Staying Updated on Approvals
To keep track of your activities, you can check the 'Activity' section. This area will notify you of any mentions or items that have been sent to you, ensuring you stay informed about your approval responsibilities.
Conclusion
In summary, managing approval requests involves understanding the options available to you as a manager. By effectively navigating the approval system, you can ensure that all necessary documents are attached and that the approval process runs smoothly.

FAQ :

What is the process for approving a request?

To approve a request, navigate to the 'Approvals' section, find the pending request, and select 'Approve'. You can also add a comment if necessary.

What should I do if a document is missing from a request?

If a document is missing, you can either comment on the request asking for the document to be attached, or you can reject the request until the necessary information is provided.

How can I track my approval requests?

You can track your approval requests by checking the 'Activity' section, which will notify you of any mentions or actions taken on your requests.

What actions can I take on a pending request?

For a pending request, you can approve it, reject it, cancel it, or follow up with the requester for more information.

Can I communicate with my team about approvals?

Yes, you can send messages through Microsoft Teams to communicate with your team regarding approvals and any necessary follow-ups.

Quelques cas d'usages :

Project Management

As a project manager, you can use the approval process to streamline decision-making for project-related expenses, ensuring that all purchases are vetted before approval.

Document Review

In a document review scenario, team members can submit documents for approval, and managers can track the status of these documents, ensuring timely feedback and action.

Resource Allocation

When allocating resources for a project, managers can use the approval system to request and approve additional resources, ensuring that all team needs are met efficiently.

Compliance Checks

In industries where compliance is critical, the approval process can be used to ensure that all necessary documents are reviewed and approved before proceeding with operations.

Budget Approval

Finance teams can utilize the approval process to manage budget requests, allowing for a clear and documented trail of approvals and rejections for financial accountability.

Glossaire :

Approval

A formal agreement or consent to a request, often required in business processes to ensure that decisions are made with oversight.

Manager

An individual responsible for overseeing a team or project, making decisions, and ensuring that tasks are completed effectively.

Pending

A status indicating that a request or action is awaiting approval or completion.

Comment

A note or message added to a document or request, often used to provide feedback or additional information.

Teams

A collaboration platform developed by Microsoft that allows users to communicate, share files, and manage projects within teams.

Follow up

An action taken to check on the status of a request or to remind someone about a pending task.

Reject

To refuse to accept a request or proposal, often due to missing information or unsatisfactory conditions.

00:00:02

Welcome back in previous tutorials

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we saw how you can create an approval

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from scratch or how you can create a

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model as a manager to have a

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better process to request approvals.

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Now let's say that you are the

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manager of this beta project that

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we have been using as an example

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and you need to approve something.

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If we click on "sent" you will see

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everything that you have either sent

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or create it.

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Any received is the things that

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you either need to approve 100% or

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you are one of the people to do so.

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So we're going on the English part

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that says purchase better project.

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Because it is requested and here

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I can see that there's a pending.

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The comment that the person

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left was "please approve ASAP,

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but there was no document that was attached.

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So either you can use it as

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a comment and say:

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"Please,

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attach the document.

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You can go with more actions

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and cancel the request,

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have a follow up because

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maybe you want to approve it,

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but you need the document.

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You can reject it because

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the person didn't add it,

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or you can just approve it and then

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send a message through Teams.

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If you don't want to go to the

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approvals received and sent as

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you can see here in activity,

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it will let you know that you

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have been mentioned or that

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something has been sent to you.

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