RME: Approvals

Overview

In Recipe & Menu Engineering (RME), approvals can be required when changes are made against certain record types, based on User Group configuration. Where an approval is required, the record will stay in a 'pending state' until either approved or discarded.

Where approvals are configured against a User Group, an approval will be required for all new records, or any changes to existing records - there is no exception to this rule.

Any users within an approving User Group will receive notifications and can approve records. 

Configuration

Approval requirements are configured against a User Group, and can be applied against each of the following record types:

• • Ingredients
  • Recipes
  • Menus
  • Suppliers
  • Menu Cycles V1

• To configure approval requirements go to the admin tab, use the Select drop-down, and select User Groups 

Fig.1 - Selecting User Groups from the admin tab

• Select the required User Group from the left side and then go to the Approval tab

To configure the requirement for approval, an approving User Group must be selected.

• Against each Item Type, make a selection in the User Group drop-down(s)

Fig.2 - User Group - Approvals

Different approving groups can be applied for each record type. Any User Groups requiring approval from the selected User Group will be displayed in the lower section.

Multi-level approval chains can be created and email notifications can also be configured - all users of an approving User Group can receive an email for new records requiring approval (periodic batched email).

Multi-level approvals and email notifications require configuration by Fourth. Please contact your Fourth representative for more details.

Process

When saving a record (an ingredient, recipe, menu, etc) it is possible to include an approval note for the approver (see Fig.3). 

Fig.3 - Entering an approval note

Once a record is saved and is pending approval, it will display with a padlock icon in the left-side Search bar (see Fig.4).

• To search for all records in a pending state, use the Advanced Search > General > Approval option

Whilst in a 'pending approval' state, a record's Edit button is not available.

Fig.4 - Record pending approval

Users who can approve records will be notified of a new item for approval in multiple ways, depending on configuration - see Figs 5, 6 & 7.

Fig.5 - Approval notification on RME home page (all organisations)

Fig.6 - Approval notification email (for organisations with email approvals enabled)

Fig.7 - Approval notification in Fourth Platform/app (for organisations with Fourth Platform/single sign-on)

To review approvals, either:

• Select the notification on the RME home page or
• Navigate to Admin >  Approvals

All pending approvals will be displayed. Records can be filtered by record type, and are sorted by name or date.

Each record is identified by an icon:

Ingredient (carrot)

Recipe (chef's hat)

   Menu (red menu)

Supplier (truck)

 Menu Cycle (green menu)

Fig.7 - Pending approvals

Once a record is selected for approval, all standard details can be seen for review.

• To see any notes and when the record was last saved, select Approval Notes
• If required, further notes can be added here and saved (useful in multi-level approval chains)

Fig.8 - Approval notes

The approving user has three options:

• Approve
  • Any updates made to the record during approval will be saved
  • Selecting Approve has immediate effect, so if any notes need to be added make sure it is done when using the Approval Notes option before selecting Approve
• Return to
  • This allows the record to be returned to a previous User Group
  • Original changes are preserved. Any changes during the approval review are not saved
  • A pop-up will be displayed, allowing notes to be captured 
  • If using a multi-level approval chain, a specific User Group can be selected
• Reject the record
  • All changes to the record are discarded
  • Use this option with caution

Fig.9 - Approval review options

Fig.10 - Return to, with User Group selection and approval notes

Depending on which option is selected, the following action can then be taken:

Approved 

A 'new message' notification will appear on the home page.

• Select the notification to view the confirmation message

Return to 

A 'new message' notification will appear on the home page.

• Select the notification and go back through the approval screens
• Review notes, make any required updates and then Approve

The record will then follow the normal approval route.

Reject

All changes to the record are discarded and no notification is provided.

Fig.11 - Approved record, new message notification