External Authorisation

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Index

Introduction The external authorisation node can be used to allow an email recipient to receive an authorisation decision, provide an outcome and automatically progress a business process

Related Articles Variable Picker Decision

Settings

To utilize External Authorisations, you will need to enable the experimental.feature.bpm.enableEmailApprovalNode system setting.

• This can be located in the admin console > Home > System > Settings > Advanced

Configuring An External Authorisation

• To: Specify a single email address, this can be a static email address or using the variable picket, a variable email address can be used
• Subject: Configure the subject line for the outbound email, where required use the variable picker to include the relevant entity data
• Authoirsation Details: Include the information that is relevant to the recipient, which will give them the information for the decision they are being asked to authorize, again use the variable picker to inject relevant entity data
• Outcomes: By default two outcomes are provided :- Authorise and Reject, add additional outcomes if required

• Optionally configure each outcome:

• To change the display label
• To change the colour of the outcome button
• To mandate if a supporting reason is required when a specific outcome is chosen

• Expire After: Optionally configure a period in Days, Minutes, Hours after which the node will expire if an outcome has not been received from the recipient

External Authorisation Delivery

The external authorisation email will be sent to the recipient using a hardcoded email, and from direct outbound email.

• It is not possible to choose or configure the email template
• The email is available in English only
• It is not possible to specify the mailbox the email will be sent from

Completing An External Authorisation

When a recipient receives an external email authorisation, the email will contain a link to a web page, where the recipient can review the details contained in the Authoirsation Details, and will be presented with the configured outcomes.

• The recipient does not need to login to any interface to complete their external authorization
• The recipient needs to select an outcome to progress the external authorisation
• If a reason has been mandated for the chosen outcome, the recipient will be required to provide the reason before completing the external authorization
• On submission of the outcome, the recipient will see confirmation of their decision, and the business process will resume.

• It is critical to follow an external authorization with a Decision node, which is subsequently configured with branches which cater for all possible outcomes including if configured Expired.

• The outcome of an external authorization is not automatically written to the entity activity stream, which the process it is used in, is running against.

• In the case of a request in Service Maanger, the process designer can use a Update Request > Post to Timeline node after an external authorisation and use the variable picker to include values such as the external authorization outcome, and any supporting reasons as output params from the External Authorisation node.

There is currently a known issue, where authorization decisions can't be made if a recipient has an active Hornbill session open on another browser tab (live.hornbill.com / customer.hornbill.com / service.hornbill.com) This issue has been fixed and will be available shortly. The workaround is to copy and paste the web page link into another browser or close the Hornbill active session in the current browser.