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Welcome to June’s new AR Server Blog post in which we will be discussing the basic concepts of Approval Server.

 

Approval requires a process for people to acknowledge, approve, or reject an approval request. This approval process is a set of rules and procedures, based on data, that enforce processes and workflow to require the appropriate people to review, approve, and reject requests.

 

Overview of Approval Server:

 

  1. Approval Server is a rule-based engine that provides a platform to build an Approval system that fulfills the Application's need
  2. It allows a platform to design processes and rules that drive the Approval process
  3. It provides flexibility in information gathering for rules to perform the operation
  4. It performs end to end approval processing for a given application request based on the defined rules and processes
  5. It provides a notification mechanism to notify the selected users of the action that is performed by the Approval Server
  6. It provides a means for the logical grouping of users (authorities) by defining the roles. It's like a group concept in AR Server
  7. It allows Defining the alternative authority to act on behalf of designated authority through alternates features
  8. Using the approval server with any application requires that the approval process and the users of that application process be defined and configured before any approvals can be requested

 

 

Approval Server Flow:

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Once the Approval request gets created/submitted, it creates a record in the Application Pending form. AR Server then sends a signal to Approval Server that it has some work to do.
Approval server then picks up data from the Application Pending form and then based on defined rule and process it creates or modify request.

 

 

Here are the BMC Remedy Applications that use Approval Server:

  • Change Management
  • Asset Management
  • Service Request Management
  • Release Management
  • Knowledge Management

 

 

There are three Roles involved in the Approval Process:

  1. Requesters: These are the Users who request for approval. Approval Server allows requesters to enter approval requests, check the status of their requests, and responds to more information requests
  2. Approvers and Alternate Approvers: These are the Users who approve requests. Approvers review outstanding requests that are assigned to them, and to take action on those requests
    • Approver actions are performed using Approval Central and they can perform the following actions:
      • Approve, Reject, Reassign, Hold, Request and respond to more information requests, Check Status
      • When an Approver is not available, the Approver can define an Alternate Approver who has the same authority within an approval process

   3. Process Administrators: These are the Users who have permission to set up and modify the Approval Server Configuration

 

 

List of some forms which are associated with Approval Server:

  • Approval Server Components
  • Approval Server Data
  • Approval Fields
  • Approval Server Forms -
  • Approval Central
  • AP:Detail
  • AP:Signature
  • AP:Detail-Signature
  • Approval Request Form
  • AP:More Information Form
  • Signature Authority Form
  • Application Pending Form

 

 

Approval Process Types:

 

The Approval Server provides process types that we can choose when designing an approval process.
The following process types differ in how the approval server identifies the next approver:

 

Types

   Parent-Child Process

   Level Process

   Ad-Hoc Process

   Rule-Based Process

Areas Involved

This works on the relationship between requesters and approvers as well as approvers and other approvers.

This works on a hierarchical set of organizational levels.

This works on designating the next approver or a set of approvers.

This works the same as Parent-Child Process except, we create special rules to define the relationship between approvers.

Forms Involved

This process uses the signature authority form to define this relationship.

This process uses the signature authority form to define this relationship.

This process provides the AP:AdhocDailog form to work with ad hoc approvers.

This process uses AP: Rule Definition form define rules.

 

 

 

Approval Server Rules:

 

There are various types of rules with stages of the approval process as follows:

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Configuring Approval Server:

 

Process administrators use the AP:Administration form to perform the following tasks of managing and configuring approval server:

  • Creating or configuring other process administrators and alternates
  • Accessing AR System server settings that are specific to approval server
  • Renaming related processes and forms
  • Managing approval of server processes, rules, notifications, roles, and forms

 

To access the AP:Administration form, we must be an Approval Server Process Administrator or an AR System Administrator.

 

  1. Log in to BMC Remedy AR System as an administrator or a process administrator by using a browser
  2. Open the AP:Administration form by using the link on the default AR System Home Page form

If you do not see a link on AR System Home Page, in a browser, enter the following URL and press Enter:

http://<hostName>/arsys/forms/<serverName>/AP:Administration

hostName is the name of the web server, and serverName is the name of the AR System server.

 

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   3. Some more details about AP:Administration form:

    • Administrator Tab: This tab enables us to create and configure process administrators
    • Server Setting Link: This link enables us to configure approval server logging and customize other settings

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    • Process Tab: This tab enables us to create and manage processes

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    • Rule Tab: This tab enables us to create and manage rules
    • Notification Tab: This tab enables us to configure approval server notifications to be delivered by email, by using the user's default notification mechanism, or by the workflow
    • Role Tab: This tab helps us to create a new Role i.e. defining an approval role. The Approval Server can route a request to a role instead of an individual
    • Alternate Tab: This tab enables us to define Alternate Approver when an approver will not be available

 

 

Reference information for additional details:

 

Communities:

How to perform a Checklist for Approval Server configuration

 

Documentation Link:

Configuring the BMC Remedy Approval Server - Documentation for Remedy Action Request System 20.02 - BMC Documentation

https://docs.bmc.com/docs/asset2002/bmc-remedy-approval-server-908965093.html

 

Videos:

How to Test Approval Server is working or not

Connect With Remedy - Approval Server and ITSM Applications Webinar 11-19-2014 - YouTube