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Managing Secondary Approvals as an Approver

A Mazévo user with the oversight role (approver) has a tool specifically designed to help them manage the event approvals requiring their attention.

Overview

My Approvals groups approvals by approval type. Generally, event approvals are automatically visible in the My Approvals tool, either when an event is created, when an event planner activates an event approval, or when changes are made to events that trigger the need for a second review. 

Note: If more than one approver can manage the approval, it is displayed for each approver, and the first approver to change the state of an event approval changes it for all of the approvers.

To use the My Approvals tool:

1. From the main menu, go to My Approvals.

2. Select a record to view/modify from the list of pending approvals by clicking it.

An example of the My Approvals process

When you select an event approval record, Mazévo shows details for the event. You can view more details for any booking by clicking the booking date to drill down into it.  The following tabs may be displayed based on your system's configuration:

  • Bookings - This tab details the dates, times, and rooms being used for the event.

  • Resources - This tab details the resources requested for each booking on the event.

  • Event Approvals - This tab shows all other approvals required for this event and their current status (Pending, Approved, or Denied).  If you are the approver of multiple types of approvals, you can approve or deny the other approvals on this tab.

  • Event Notes - This tab shows the notes entered by Event Planners and other Approvers. Your system may be configured to let you add additional notes. 

  • Documents - This tab shows the documents attached to this event.  Your system may be configured to let you add additional documents.

  • Event Questions - This tab shows the answers to the questions asked of the requester. Your system may be configured to let you add additional questions.

 

Viewing an event in the approval editor

3. Click Approve or Deny to change the state of this event approval, then click Yes to confirm your selection. You can enter a note explaining the reason for the denial or acceptance.

After approving or denying the event approval, you're returned to the list of pending approvals.  The item you just modified has been removed since it's no longer pending.

Viewing changes to an event

From the main approvals screen, you can view the historical changes to an event by clicking on the history icon on the right side of the grid.

Viewing the history of the event when looking at approvals

Viewing the history of approvals

From the main approvals screen, you can view old events by selecting the History option at the top of the grid.  This will display events that occurred in the last 90 days, based on the booking date.  You can also use the filtering option (at the top right of the grid) to filter for approved and denied approvals. 

 Sending an email to the contact

To send an email to the contact on the event, click the email icon to the left of the contact name.