Example for Requires Approval and Requires Approval With Prompt

Requires Approval

Consider the Can Delete Item right - If a user belonging to a particular group deletes an item, it will trigger the security approval workflow and only on the approval of the security workflow, the item will get deleted. If the security approval workflow is rejected then the item will not get deleted.

Requires Approval With Prompt

Consider the Can Delete Item right - If a user belonging to a particular group deletes an item, the user will be prompted that an approval workflow will be triggered to perform the particular action and the item will get deleted only on the approval of the security workflow. If the security approval workflow is rejected then the item will not get deleted.

Example: On the List level, John who is a manager, initiates a approval process for deletion of an item in the workflow list. John has to enable the approval workflow. The manager must import the security approval workflow from AVEVA\WorkTasks\security_approval_workflow.xml and the select the user for the approval activity.

To set up Security Approval Workflow

1. Set up the security approval workflow. See Set up Security Approval Workflow to setup.

2. Right-click the Request for Approval activity and select Activity Properties. Set the Assign Actor(s) property. In this example, the administrator user is set as a actor.

3. In the Publish menu, select Publish to publish this workflow.

4. Click Repository Settings > Advanced Settings > Manage Security Groups.

5. Select the Contributor security group and click Edit to edit the security group.

6. For Can Delete Item, select Requires Approval With Prompt from the drop-down list.

7. Open the Workflow Lookup screen. Select the Workflow and Version.

8. Click Select.

9. For the Can Publish Item right, select Requires Approval from the drop-down list.

10. Open Workflow Lookup screen. Select the Workflow and Version.

11. Click Select. The Modify a Security Group screen is displayed.

12. Click Save.

13. Click Yes to synchronize the security groups to the below levels.

14. Login into the Enterprise Console as a user who has Contributor rights. Here, George has Contributor rights.

15. Select any item and click Publish to publish this item. For example, DraftFolder.

16. Click Close and then click Publish. The message shown below is displayed. Click OK.
    The security approval workflow that is attached to the item is pending, you cannot perform this action now.

17. Login as the administrator because the assigned actor in the security approval workflow is the administrator.

18. Click Inbox. The Work items list comes to the administrator's Inbox. If the administrator approves, a user who has administrator rights will be able to publish the item. If the administrator rejects, the contributor will not be able to publish the DraftFolder item.

19. Login as George.

20. Select HR Process workflow and click Delete. When the user belonging to the Security Group tries to delete an Item in any of the Lists, for example an item in the Workflows list, the Security workflow will be initialized. The user will be prompted with a message and the action will result as per the workflow result. The confirmation message is displayed. Click OK.

21. Click Close.

22. Login as an administrator user because the assigned actor in security approval workflow is 'Administrator'.

23. Click Inbox. The Work items list comes to the administrator user's Inbox. If the administrator approves, a user with administrator rights will be able to delete the item. If the administrator user rejects, the contributor will not be able to delete the Holiday Process workflow item.