Approving MoCode/AuthSigner Tickets in the Client Portal

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To find the list of approval tickets for you to review, you must log into the DoIT Client Portal.  Make sure you login by pressing the Sign In link in the upper right, once logged in you will see your display name in that area.

logged in users name displayed in upper right of portal page.

Next, select the Services menu item, and once the submenu appears select the My Approvals submenu option to see your list of pending approvals.

My Approvals choice selected under Services menu.

If you do NOT see the My Approvals menu item, contact the ESM team to verify your permissions in the client portal.  All AuthSigners should see the My Approvals menu choice.

My Approals screen

Approving a ticket

To see the details of the ticket to approve, select the link under the Item column, which will take you to the ticket details page.  Here you can review the mocode, authsigner, and the service being requested.  Click on the My Approvals submenu item to return to the approval list.

Service Request form where approvals required with Mocode and Authsigner fields highlighted.

Back on the My Approval list, press the Approval link in the Step column to actually start the approval process.

My Approvals screen with arrow indicating Approval link.

On the Approval Workflow Step, you have the option to Approve or Reject the request, and if you choose the Reject option, there will be a couple more selections to choose which we will go over shortly.

Request with Approve and Reject buttons.

Select the Approve option, where you have the ability to add a comment on the ticket, and then press the Save button to complete the approval step.

Approve option with comment field. Save and Cancel butons available.

This will take you to the Approval Step Details page where you can see the Step Approved message, the status of the approval step, and the History and comment made during the approval.

Approval step details page showing approval has been made.

Press the My Approvals submenu option at the top to return back to your approval list.

My approvals screen showing grid of waiting approvals.

Continue the process to review each ticket and running through each of the respective approvals for the tickets in your list.

Rejecting a ticket

In the event you need to reject a ticket approval, in the Approval step select the Reject option.

Approval form with Reject button highlighted.

Again you have the option to add a comment for the reason of the rejection.  Press Save to proceed to the next step of the reject process.

Approval rejection form with filled in comment box.

Once Saved, it will take you to the Approval Step Details page where you can verify the Approval was rejected, the status of the rejection, and the comment set in the history of the rejection. 

Approval step details page showing rejected status.

Press the My Approvals submenu option at the top to return back to your approval list.

You should now see the same ticket you worked on with a Reject Options step.

My approals table with Reject options link for rejected ticket.

The rejection process has two steps, this second step covers the reason of the rejection and allows for potential changes to the ticket to get the approval passed without creating a new ticket.

Click on the Reject Options step to open this next Choice page.

Rejected Next Choice page with buttons offering choices to Reject, Resend back to requestor to change mocode information, , let the approver update mocode information themselves, or re-send the notification.

You have three options for rejecting the ticket:

  • Reject Ticket - This cancels the ticket and stops further work on it altogether
  • Resend to Requestor to Change Mocode/AuthSigner - This sends a dynamic form via email back to the Requestor to choose another mocode and authsigner pair ensuring they are valid values before updating the ticket
  • Approver to change Mocode/AuthSigner - This sends you the approver the dynamic form to update the mocode and authsigner pair for revalidation and approval.  Used if the AuthSigner knows which mocode should have been assigned on the ticket.

For the Reject Ticket option, select the Reject Ticket button.

Reject Ticket screen with comment box and Save and Cancel options.

Again, enter in a comment on why the ticket is not approved, and press the Save button to continue.  This will take you to the Choice Step Details page showing the status of the choice and the comment saved in the History section.

Workflow Step screen with Status and History highlighted.

The Requestor will get an email with the results of your rejection comment that looks like this:

Rejection email showing details of rejection.

Click the My Approvals submenu to return to your approval list. 

 

For the Resend to Requestor to Change Mocode/AuthSigner option, click the Resend to Requester button.

Resend to requestoer scren with comment box and Save and cancel buttons.

Enter in a comment to help the Requester resubmit the mocode/authsigner pair on the ticket and then press the Save button.  This will take you to the Choice Details page to review the step was updated, see the status of the choice selected, and to review the comment submitted in History.

Current Workflow step details form.

This sends the dynamic form back to the Requestor to update the mocode and authsigner values on the ticket for reapproval.  This can take up to a week for a response back from the Requestor.

Press the My Approvals submenu item to return to your approval list.

 

For the Approver to change Mocode/AuthSigner option, select the Approver to change button.  This will take you to the Approver to change page where you can put in a command and press the Save button.

Current Workflow Step screen for Approver to change Mocode and authsiger with comments box.

Saving this page will take you to the Choice Step details page where you can see the step updated, the status of the Reject Options step, and the comment added in the History section.

Current Workflow step form with status highlighted along with History .

TDX will now send you the email for the dynamic form to fill out to enter in a valid mocode and authsigner you can choose from the dropdown lists.  The email will look similar to this:

Email to requestor requesting updates to mocode and or authsigner. Link to form for selecting new mocode and authorized signer is highlighted.

Click on the this form link to take you to the mocode selection form in a new browser tab.

Mocode selection form with details of ticket. Option i know my mocode highlighted. Search by Department option not highlighted.

If you know the mocode, choose the I know my MoCode radio button.  Enter in the MoCode and press the Validate button.

Mocode selection form with highlighted field for entering new mocode, and validate button for mocode.

This will search for the authorized signers for your mocode.  Next, select the dropdown and select a valid authsigner from the list.

Mocode selection form with list of Authorized signers shown and the selection being made of a new authorized signer.

Next, press the Submit button to save these validated values to the ticket.

You will see the following message once it was saved.

The Form has been submitted message.

You can close this tab and return to the Approvals page.

My Approvals page with grid of pending approvals.

Continue working your approvals until complete.

 

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