Block and Unblock an Item

The workflows for blocking an item are used together to block an item and then require approval to unblock the item.

Item Blocking Workflow

The general process for blocking a new item with a workflow is:

  1. Create the Block New Item Workflow and Item Blocked Change Approval Workflow workflows from the templates.
  2. Assign the approval user or group of users to the Item Blocked Change Approval Workflow workflow.
  3. Set the additional authentication if required.
  4. Enable the workflows.
  5. Create an item from a template.
  6. The Blocked toggle is automatically turned on but you can still make other changes in the Item Card.
  7. Once you finish your changes, turn off the Blocked toggle.
    Enter a comment if necessary and then a message opens stating that an approval request has been sent and the Blocked toggle is still turned on and is now uneditable.
  8. If notifications are set up, the approval user(s) receives notification of the approval request.
  9. The approval user opens the Item Card page or the Requests to Approve page (using Tell Me) and approves the request, with or without password depending on authentication requirements.
  10. The Blocked toggle is turned off on the Item Card.

Enter optional or mandatory comments

If Optional or Mandatory is entered in the Comments Requirement field in the Regulatory Affairs Setup page, then the Approval Entry Comment dialog box will open when requesting, cancelling, approving, rejecting, or delegating approval requests. Depending on the setting, a comment can or must be entered to complete the specific approval process.

Cancel approval requests

A user can cancel an approval request by choosing Cancel Approval Request on the Request Approval menu.

Manage approval requests

A designated user can approve, reject, or delegate an approval request by choosing the action from the Approve menu. They can also add any necessary comments for the response to the request.

Designated users can also choose the Lightbulb that opens the Tell Me feature icon, enter Requests to Approve, and then choose the related link. In the Requests to Approve page, they will see their pending approval requests and can manage each request individually. They can choose the Open Record action on the Home menu to view the item requesting the change and could then complete the approval directly in the Item Card.

View approval entries

The Approval Entries FactBox shows the status of an approval request as well as the number of unfinished approvals, the date and time the approval request was sent, the details of the approval request, and comments added during the approval request process.

To see complete information about the approvals, choose the Approval Entries action on the Request Approval menu.

Example – Unblock an item using an approval workflow

In the following video, workflows have been created from the Block New Item Workflow and Item Blocked Change Approval Workflow workflow templates. A group approval has been assigned to the Item Blocked Change Approval Workflow workflow but only one of the users in the group must approve the change. The workflow requires additional authentication.

A new item is created using an item template. The Blocked toggle is turned on but other set up can be done while the item is blocked.

The user turns off the Blocked toggle. A message opens stating that the approval request has been sent.

Upon closing the message the user sees that the Blocked toggle is turned on and is uneditable. The Approval Entries FactBox shows that an approval request is waiting.

The approval user opens the Requests to Approve page and approves the request by choosing the Approve action on the Home menu. They enter their password because the additional authentication was enabled for this workflow.

The Blocked toggle is turned off on the Item Card. The approval entries show that the request has been approved.

Feedback

Submit feedback for this page .