How should I approve my scope?

Scope Approvers are added into each individual Scope and can be seen by heading into the Team tab within the Scope Overview page. Approvers can also be pre-set via permissions within the platform if an organisation requires. 

Every created scope needs to be reviewed and approved by other work process participants. In the system this is implemented via approval process. There are three key functions in the system that form the approval process -- scope statuses, approve permissions and notification.

Scope statuses

Scope status defines the current state of a scope and available actions. Statuses are the following:

Draft is the only status, when a user can change a scope (add, edit or delete deliverables, discounts or the whole scope). When scope creation is completed, user can Submit scope to the next status.

 

Submitted (In review) status means the individual scope is ready and must be reviewed and agreed by all the stakeholders (reviewers). If no remarks appear during the review, the reviewer can Accept the scope (either for himself or for all of the agency reviewers), otherwise they can Reject it. Rejected scopes will be returned to Draft status with a new version being created. Scopes will remain in Submitted status until each of the reviewers accept it (or acceptance for all the reviewers is made).

 

Reviewed (To agree) status shows that scope is ready for approval. If no remarks appear during the approval, the approver can Agree the scope, otherwise they can Decline it. Declined scopes will be returned to Draft status with a new version being created. Any of the approvers can agree the scope.

 

In Approved status one can Traffic scopes to export scope data to 3rd party integration system (this is allowed if the scope is created for a client imported from such a system). If trafficking is not allowed, one can Close the scope.

 

Trafficked (In flight) status shows that scope has been successfully exported. Now one can Close it.

 

Closed is the final status for the scope

Approve permissions

There are a separate permission for every status transition. It can be found in Manage->Members->Approvals section. Note that User access level allows to manage only Submit permission. All other approvals permissions are available for Administrator only.

Reviewers and approvers list

 

Every agency member who has Review=On permission is considered as reviewer and is displayed in the reviewers list in the bottom right of the scope when in Submitted status. Orange dot ( 1 ) on the bottom of the user picture denotes those users who has already reviewed the scope. Clicking ( 2 ) on user picture will display user info and review status. To send the reminder to the user who hasn't reviewed the scope yet, you should use ( 3 ) Send review reminder action, fill in reminder text and click Send reminder. Notification will be sent by e-mail.

All the same goes for the agency members with Approve=On permission. List of approvers is displayed when the scope is in Reviewed status. Orange dot and approval reminder are also available.

 

 

Notifications

On every status change (on submitting, on accepting, on agreeing) user is prompted to comment their action. All the comments can be viewed on Activity tab of the scope. Based on the comment a notification is sent to the scope creator, to all agency reviewers and all agency approvers. Notification e-mail contains status change description, provided comment and link to the scope.