Business Owner
Standard System Behavior for Requests with a Business Owner
Written by Michelle Henley
Updated at August 12th, 2024
A Business Owner can be the submitter of the request or another person who is overseeing the submitter of the request. Below we describe how the system behaves in both scenarios when a business owner is added to a request.
The outlined behaviors are specifically designed to avoid any compliance issues related to changing the approver(s) who should be or will be triggered for a request.
Upon Initial Request Submission, the following rules apply:
- If the selected Business Owner is the same as the submitter the following approval groups will be triggered:
| Business Owner → | not triggered |
| Manager → | pre populated with the submitter's manger |
- If the selected Business Owner is different from the submitter the following approval groups will be triggered:
| Business Owner → | pre-populated with the selected Business Owner user |
| Manager → | pre-populated with the Business Owner's manager |
If the submitter initiates an update to a request that is already in progress, the system will only update conditional approver(s)s to the portion of the request that was updated.
For example, if the submitter only updates the activity, then the conditional approver will only be applied to the activity (if applicable) and not any recipient(s). In order to trigger conditional approvers on both the activity and recipient(s), the submitter must update and resubmit both.
If no approvers have taken action and the submitter initiates an update, the following rules apply:
- If the submitter initiates an update after the initial submission of the request and changes the Business Owner from another individual to themselves, upon resubmission the following approval groups will be triggered:
| Business Owner → | the previous business owner will be removed from the approval flow and the new business owner (the submitter) will not be triggered |
| Manager → | will remain populated with the previous Business Owner's manager. (Note: A Request Admin can reassign the manager approver by using the reassign approver feature, if needed.) |
- If the submitter initiates an update after the initial submission of the request and changes the Business Owner from themselves to another individual, upon resubmission the following approval groups will be triggered:
| Business Owner → | the new business owner will be added (Note: A Request Admin can reassign the business owner by using the reassign approver feature, if needed.) |
| Manager → | will remain populated with the submitter's manager. (Note: A Request Admin can reassign the manager approver by using the reassign approver feature, if needed.) |
If the business owner has already taken action (but no other approvers have taken action) and the submitter initiates an update, the following rules apply:
- If the submitter initiates an update after the Business Owner has taken action and changes the Business Owner from another individual to themselves, upon resubmission the following rules apply:
Any action that the previous Business Owner had taken will remain. (For example, if the previous Business Owner rejected a recipient, the recipient will remain rejected even if the Business Owner is changed to the submitter.)
The following approval groups will be triggered:
| Business Owner → | the previous business owner will be removed from the approval flow and the new business owner (the submitter) will not be triggered |
| Manager → | will remain populated with the previous Business Owner's manager. (Note: A Request Admin can reassign the manager approver by using the reassign approver feature, if needed.) |
The next approver (in this case, the submitter's manager) will be notified that the request is awaiting their approval.
- If the submitter initiates an update after one or more approver's of the request have already taken action and changes the Business Owner to another Business Owner (other than themselves), upon resubmission the following rules apply:
Any action that the previous Business Owner had taken will remain. (For example, if the previous Business Owner rejected a recipient, the recipient will remain rejected even if the Business Owner is changed to a different Business Owner.)
| Business Owner → | will remain populated with the previous Business Owner. (Note: A Request Admin can reassign the business owner by using the reassign approver feature, if needed.) |
| Manager → | will remain populated with the previous Business Owner's manager. (Note: A Request Admin can reassign the manager approver by using the reassign approver feature, if needed.) |
The next approver (in this case, the Business Owner's manager) will be notified that the request is awaiting their approval.
If the business owner and other approvers have already taken action and the submitter initiates an update …
How the system behaves in this scenario will depend on your organization's specifications.
| restart on update configuration is set to TRUE → | if the submitter initiates an update and changes the Business Owner when the request is still in Awaiting Approval status, the approval flow will restart from the beginning upon resubmission of the request |
| restart on update configuration is set to FALSE → | if the submitter initiates an update and changes the Business Owner when the request is still in Awaiting Approval status, the approval flow will continue and all prior approver actions will remain |
If the request is already fully approved and the submitter initiates an update, the following rule will apply:
If the submitter initiates an update after the request is fully approved, the the approval flow will restart from the beginning upon resubmission of the request.