In the Article, Approving Licences in essensys Operate, it is explained how one can configure Operate to tailor who is involved in the approval of new licences where a discount is given.

Once configured, this can result in email messages being sent to Approvers for their action when discounts are offered.

The Licence Approval Process

1. Staff Member Requests Approval

When a staff member who does not have approval rights is creating a Licence that provides a discount over their own allowed Approval %, or adds non-standard terms to the Licence, then their Licence editing area will display a notification that their Licence needs approval. Here is where they have the possibility to click Request Approval. Once doing so, the Licence will be saved and the user redirected to the Licences List View.

2. Supervisor Inspects the Changes

Nominated approvers receive an email notification informing them about the Licence that needs approval. The email will contain the following information:

  • Who has requested approval

  • The client for whom the Licence has been created

  • The contract value

  • The contract list price

  • The percent below the list price

  • The lead source

  • The contract start date

  • The contract term

  • The value of the deposit

  • Commission Type

  • Commission Amount

  • Commission Percentage

  • Non Standard Terms

  • Comments

The email will contain an option to view the Licence from within Operate.

On receipt of a Licence Approval email, it is recommended that the recipient should inspect the details of the Licence, and of the Licence items, to verify that the discount level is as expected.

Operate offers buttons to confirm the decision to either Approve or to not Approve.

To approve, simply click the corresponding button and the licence will be immediately approved. The Licence Status will change to Approved.

To reject, click the corresponding button. The Licence will be instantly rejected and the Licence Status will change to Unapproved.

3. Staff Member Activates the Licence or Resubmits for Approval

If the Licence is approved, then it can be activated right away without any other additional steps.

If the Licence is rejected, then it can only be approved if the product/service that is discounted over the approved percentage is edited and the discount adjusted to fit the approved percentage. Otherwise, the activation is also possible if the supervisor suggests specific changes and these are implemented. At this point, the Licence can be resubmitted for approval.

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