The bulk approval feature provides the end user one general overview that shows all transactions that are pending approval for the specific user. The overview combines all transactions into one page and allows the user to approve or reject transactions from one page. The bulk approval feature allows the user to quickly filter the list of transactions and if needed, provides the ability to drill down to the transaction level data without leaving the overview. With this, the user has a very detailed overview which allows them to speed up a decision making process. The bulk approval follows the configuration and therefore respects the setting for mandatory approval or rejection reasons. The bulk approval feature is available as an individual page but also as a minimized dashboard portlet.
Activating the Dashboard Portlet
To add the Bulk Approval portlet navigate to your dashboard and then click "Personalize" on the top right corner of your dashboard. Open the section named "SuiteApps" and select the option "Bulk Approval". After clicking the portlet will become visible and will load the data. The first load can sometimes take time. During loading the ZoneApprovals logo will be visible. After the portlet is added it can be dragged&dropped on the dashboard, where it is wanted/needed. It is recommended to keep it in the middle section because the screen size provides a better overview.
The dashboard bulk approval portlet is a minimized version that doesn’t allow filtering
Bulk Approval Overview Page
To open the bulk approval page navigate in the main menu to one of the following paths
- SETUP->ZONEAPPROVALS->ZONE BULK APPROVALS
- TRANSACTIONS->ZONEAPPROVALS->ZONE BULK APPROVALS
Using the Bulk Approvals
The bulk approval overview exists out of a header section and transaction data section. The header section for the dashboard portlet provides slightly less options compared to the full overview page. In this section both elements will be explained in detail and where needed differences between both view will be highlighted.
The header provides the user a filter option only in the overview page and not in the dashboard portlet. The filters are shown to the user as “chips” which are multi-select for the transaction types. The first 2 chips allow the user to filter the data table to only show what is approved or rejected. This option will not show lines where the user has not yet selected to approve or reject.
The next set of “chips” allow to filter transaction and are multi-select. This means that when a chip is selected, for example journals, the data table will only show journals. When the user would also select the “chip” expense reports the data table will show both transaction types.
The last “chip” is a reset option. When this is pressed all filtering options will be removed and the data table will show again all data that is present
The second part of the header are 3 “cards” that do provide the user an indication of what is processed so far. The cards provide the following data
- Total Value Approved: This “card” sums the amount of the approved transactions
- Total Value Rejected: This “card” sums the amount of the rejected transactions
- Approval Progress: This “card” shows the user how much is processed in percentage. The calculation is 100% divided by the number of line multiplied with the lines where an approval or rejection action has been performed.
The transaction data section shows the user all the transactions that should be reviewed. Each line represents a transaction and each line provides the option to drill down to the actual transaction line level data. When the plus icon is pressed this data will be shown automatically. When pressing the minus icon the drill down data will be hidden again. For certain transactions the drill down data could provide also the option to show on the same screen attachments. For example when ZoneCapture is used it will allow to view instantly the vendor/supplier invoice. When working with expense reports it will allow to view instantly the receipt from the employee related to an expense transaction line.
On each line the user can select if they would like to approve or reject the transaction. There is also a column that allows entering an action reason. This is equal to the approval or rejection reason. When a line has been approved or rejected will will turn green or red. When the lines remains red it means that the action reason is mandatory. Without this reason the bulk approvals will not allow saving the submitted data and will be blocked until the line is containing the expected data.