Approval Triggers

To set up Approval Triggers

1. Click SysAdmin > Main Menu

2. Click Approval Triggers (under the Security & Permissions heading)

3. Click the button 'Add New Trigger'

4. For the trigger details:

   1. Enter the Rego/Licence Plate of the vehicle, or type * to select every vehicle

      1. Please Note - Campus Admins/Pool Managers can only select a rego that they are an administrator for

   2. Enter a specific Username that this rule applies to, or type * to select every user

   3. Select the Booking Field to evaluate

      1. Note that these are the fields that can be selected and include any Custom Booking Fields that have been configured

   4. Select the Condition Operator which is dependent on the booking field selected

   5. Enter or select the Value that would trigger an approval

   6. Select Email address for approval for who the approval requests should be emailed to

      1. Please note that Designated approvers for the vehicle is not currently supported

      2. Please note that Line Managers also need to be PoolCar Users

   7. (optional) Select Date From/To or leave blank for always

   8. (optional) Enter a Comment to jog your memory why this rule is in place

   9. Click 'Save Trigger'

You can edit triggers by clicking the 'edit' link next to the trigger on the main Approval Triggers page

Once enabled, the steps that occur when a user makes a booking are as below:

1. Users make bookings against the vehicles they require, for their desired dates/times

2. If the booking meets the approval trigger criteria, the booking becomes a "provisional booking"

3. For the provisional booking, an email is automatically sent to the nominated user/admin as per the approval trigger rule

4. The user/admin reviews the booking details in the email message and clicks either 'approve' or 'decline'

Re-approval process

A general user changing a booking will always put the booking through the approval process again.

A sysadmin user will only push it through the approval process if the updated booking hits a different approval trigger condition.