How do I configure the Approvals Process?

Resellers that have granted access to their organizations to provision and edit services via the self service portal can control expenditure by using the Cloudmore Approvals process.

 

The reseller can require all changes to a service subscription that would affect expenditure require authorization from the reseller or, a financial limit can be set so that only those transactions breaching this limit on an annual basis will require authorization.

1. Select an Organization to activate the Approvals Process

  • Navigate to the Cloud Service Broker menu then click on Manage organizations > Organizations
  • Locate the Organization required and click on the Actions icon and then Properties
  • When the Organization screen is presented click More to reveal all options and scroll to Approvals section
  • Click Approval Process to enable the feature. Requests to add, edit or suspend a subscription by an organization user will require the approval of the reseller
  • Set a financial limit for the Approval triggered on. If the figure is set to 0.00 all transactions will require approval, for other limits any transaction that exceeds the entry on a yearly cost will require approval
  • Click Update

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2. Add and Edit  Subscriptions with Approval

When a user adds, edits or suspends a subscription they will follow the process as described in the Cloudmore customer self-service guide, click the link below for more information

 https://web.cloudmore.com/guides/csp-o365-customer-self-service

  • When making the add or edit to the subscription organisational users will see an information message in the Subscription screen

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  • When updated the user will see the AR (Approval Request) icon to the left-hand side of the subscription line
  • The AR (Approval Request) icon will disappear once the reseller has approved or denied the request

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3. Suspending a subscription

  • When a user suspends a subscription, they receive the following message on the screen

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  • When updated the user will see the AR (Approval Request) icon to the left-hand side of the subscription line
  • The AR (Approval Request) icon will disappear once the reseller has approved or denied the request 

4. Reactivating a suspended subscription

  • When a user reactivates a suspended subscription, they receive the following message on the screen

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  • When updated the user will see the AR (Approval Request) icon to the left-hand side of the subscription line
  • The AR (Approval Request) icon will disappear once the reseller has approved or denied the request
  • An email will be sent it the user who has made the request and is also visible in the user screen by clicking the notifications envelope at the top of the screen

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5. Approving the Request

  • Requests are notified to the reseller and can be read by clicking the envelope icon at the top of the user screen

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  • To approve a request, go to Cloud Service Broker menu > Manage organizations > Approval Requests
  • A search bar is available to filter results for an individual organization
  • The user is presented with the Request screen showing the Date, the Organization, the Service, and the Method of the request e.g. Change subscription seats. The organization user making the request is also listed and the status of the request
    • New – A request requiring approval or denial
    • Approved – A request that has been approved
    • Denied – A request that was not approved

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  • Click on the Actions button to view choices available for the request

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  • The Details action presents a summary of the request

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  • The Reseller can Approve or Cancel the request
  • If approved the request is processed at this point and changes are affected at the Organizational level to reflect the decision
  • The Organization will receive an email notification containing the decision
  • The Requests screen will show the updated status of the request

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5. Setting Approvals for all Organizations

The reseller can activate the approval process as default against all organizations

  • Navigate to the Cloud Service Broker menu then click on Cloud Service Broker > Settings > ApprovalProcess
  • In the Default Settings check the option Approve process active to switch approvals on 
  • If all transactions should be approved set ApprovalTriggerOnSum to 0.00 or set a financial limit to trigger approvals that exceed the figure on a yearly basis. Press Save

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  • To update the approval settings against all existing organizations go to the Bulk Update section and click Apply to all existing organizations. This will overwrite any individual settings against organizations

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