Approve/Reject Segregation of Duties Workflow FAQs
These questions relate to the Approve/Reject Segregation of Duties workflow available by request with each LeaseAccelerator environment.
General
Is this workflow standard out-of-the-box?
It is standard, but you must request that it be enabled.
Will this work with a custom workflow?
Extensive testing has not been completed with every custom workflow, therefore this feature may or may not work, depending on your individual customizations.
What if I start my leasing process with an LvB but want this Approve/Reject step as part of the process?
Instead of following the normal LvB to Schedule workflow by clicking the Create Schedule button in the LvB workspace, you’ll need to Enter Schedule from scratch via the Left NavBar and then follow the Approve/Reject workflow, attaching the LvB pdf to the deal once it’s been booked.
Can I request that the Create Schedule button be hidden in the LvB workspace if I want to use LvB and the new workflow?
Yes, you can submit an NCD ticket to request the button be hidden.
What if I have deals that are awaiting approval when I request the workflow to be turned off?
Those deals will have to follow the workflow until active. You will still have the ability to approve or reject these deals since they were not active when the workflow was turned off.
What if I have deals that are incomplete or awaiting approval when I perform MEC?
Deals in Incomplete or Pending Approval status are excluded from the MEC processes in LeaseAccelerator. The books for these leases will not be ‘closed’ if they have not been approved prior to close.
What if I have backdated deals that are incomplete or awaiting approval when nightly maintenance occurs?
Deals in Incomplete or Pending Approval status are excluded from nightly maintenance procedures so they will not go into evergreen if they have backdated commencement dates.
What if I have error corrections or other changes to Deal Summary that I make after the deal has been approved and is Active?
The workflow applies to new deals only at this time. Any changes to a deal through Deal Summary after the deal is approved and in Active status will not result in it returning to Pending Approval.
Bulk Functionality
Is there a way to bulk approve deals?
Yes, please refer to the Bulk Approvals Product Advisory.
Ledger Export
If customer does not use more than 2 segments in their GL string, will they still receive the Pending Approval wording in Segments 3 and 4 for deals Pending Approval?
Yes, these segments will populate with Pending Approval regardless of the number of segments a customer uses. It’s worth noting that for any customers who only have 2 segments in the GL string within LeaseAccelerator, the possibility of having accurate entries transferred to their ERP is possible since the ERP isn’t looking at segments beyond the first two. In this scenario, it is up to the customer to put in controls and procedures to prevent this kind of transfer.
Notifications
Will all Accounting Analysts receive the rejection email?
Yes, currently the structure of the application is such that anyone with the Accounting Analyst can act as role will receive the email notification that a deal was rejected.
Can this email notification be turned off but still use the workflow?
Yes, a customer may submit an NCD ticket to have this particular email template turned off.
Access Level
Can existing users with existing access levels approve deals?
Yes, with a little tweaking to their current Can Act As Roles to ensure that only Accounting Approver is checked and not both Accounting Approver and Accounting Analyst. It may also be necessary to have the associated privilege keys enabled for those existing access levels if you find they are unable to participate in the workflow.
If a user wants to be an approver for some deals and enter other deals, can they?
No, not at this time. You may only be either an Accounting Analyst (enter deals) or an Accounting Approver (approve deals). You cannot play both roles without having separate user profiles.
Can a power user circumvent this new workflow if necessary?
No, the point is to have a stricter control so no one can circumvent the approval process.
For more information and further details about this workflow, please see the Approve/Reject Workflow Product Advisory.