Enterprise Help Centre

Understanding approval groups and workflows

You can request key project staff in your organisation to provide their approval for RFQs, Recommendation for Award and Contract Variation activities. These are known as approval workflows that progress as each organisation user signs off on the request.


You can keep workflow templates organised for easy management, and delegate workflow routing by connecting approval triggers to key project staff. These organisation users are known as approvers. They are given specific permissions in their Felix account to sign off on workflows and belong to distinct groups in approval workflows.

Approval groups

An approval group can be made up of one, or multiple, organisation users. Each approval group represents a stage of the approval workflow as signified by their group number.

Approval workflows

The approval workflow follows the configured approval groups, with Group 1 providing the first approval, Group 2 the second, and so forth.

An approver is not able to provide their endorsement unless the approval groups prior in the approval workflow have already provided theirs. If there is more than one organisation user in an approval group, the members of the group can approve the request at the same time.

To cater for the unlikely event where urgent approval is required, the last group in the approval workflow can deviate from the standard workflow by providing their overriding approval. This action will skip the other approvers in the workflow.



In the above example, staff user Aiden Mills has been assigned to Approval Group 1 meaning that he would be required to provide his endorsement before Group 2 can. George Stacey and Simon Perry have both been assigned to Approval Group 2, they can provide their endorsement simultaneously, after Group 1.

As a member of Approval Group 3, Nick Parkinson can only provide his approval after both Approval Group 1 and 2. As a member of Approval Group 4, which is the last group in the workflow, John Smith is able to skip the other groups and provide his overriding approval at any point in the workflow.

Approval workflow statuses

You are able to track the status of each workflow and identify any bottlenecks to approval.

The Approval and Send page of an RFQ will display all the services that have been requested in the RFQ, along with the status of each approval workflow. Possible statuses include:


StatusDescription
Not StartedThis status indicates that the approval workflow has not yet been created.
SavedThis status indicates that the approval workflow has been created and saved, but not yet submitted.
PendingThis status indicates that the approval workflow is in progress.
DeclinedThis status indicates that the approval instance was declined by one of the approvers.
Approved Not SentThis status indicates that the service has been approved as part of the RFQ, however the RFQ has not yet been distributed to vendors.
SentThis status indicates that the service was approved as part of the RFQ and the RFQ has been distributed to vendors.
Was this article helpful?
Need further assistance?Contact Support