How do I configure the Approvals Process?

Brokers who 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 broker can enforce that all changes made to a subscription would require approval from the broker before they are provisioned, or, a financial limit can be set so that only those transactions breaching this limit on an annual basis will require authorization.

The approvals process can be configured both on a global level (for all organizations) as well as on a per organization basis. 

 

1. Setting up the Approvals Process

a. On a global level for all organizations:

  • Navigate to the Broker Menu > Settings > Approval Process
  • Click Approval process active to enable the feature. Requests to add, edit or suspend subscriptions 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 over 0.00, any transaction that exceeds this entry will require approval.
  • Selecting "Trigger only on new subscriptions" will allow for changes to existing subscriptions to take place (such as increasing licences under an existing subscription), but will trigger the approvals process if a new subscription is created. 
  • Click Save.

  • Select which Available Roles have the ability to approve/deny requests.
  • Click Save

  • 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.

 

b. On a per-organization level

  • Navigate to the Manage Organizations menu > 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 the Approvals section.
  • Tick Approval Process to enable the feature. Requests to add, edit or suspend subscriptions 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.
  • Selecting "Trigger only on new subscriptions" will allow for changes to existing subscriptions to take place (such as increasing licences under an existing subscription), but will trigger the approvals process if a new subscription is created.
  • Click Update

 

2. Adding and Editing Subscriptions with Approval

If a user wishes to add, edit or suspend a subscription, they will follow the process as described in the Cloudmore self-service guide below:

https://support.cloudmore.com/knowledge/csp-o365-customer-self-service

  • When creating or editing a subscription, organisational users will see the following information message in the Subscription screen.

Picture 3

  • 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.

3. Suspending a subscription

  • When a user suspends a subscription, they will see the following message on the screen:

 

  • 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 will see the following message on the screen:

  • 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 to the user who made the request. The request can also be found under the notifications envelope at the top of the screen. 

 

5. Approving or Denying the Request

  • Approval requests are emailed to the reseller (see example below) and can also be found by clicking the notification envelope at the top of the broker screen. 

  • To approve or deny a request, go to Manage organizations > Approval Requests
  • A search bar is available to filter results for an individual organization.
  • The reseller is presented with the Request screen showing the Date, Organization, Service, Method of the request e.g. Change subscription seats, the Organization User making the request 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

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

  • The Details action presents a summary of the request

  • To Approve or Cancel a request, click either Approve or Cancel.
  • If approved, the request is processed at this point and changes are made at the Organizational level to reflect the approval.
  • The Organization will receive an email notification informing them of the decision.
  • The Requests screen will show the updated status of the request.