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Purpose

The purpose of this page is to explain how the Succession Nomination Approval Workflow works and the available options to work with this feature. 

Overview

The Succession Nomination Approval Workflow allows customers to require approval for the nominations to be effective. The idea behind the feature is that the nominations made by some groups of users need to be reviewed by someone else - the approver - before being effective in the system. For example, a company may want managers to be able to add successors for their whole department, but any nominations for positions outside their team (below their hierarchy) need to be reviewed by someone in HR and be approved. 

Nomination Approval Workflow

The Nomination Approval Workflow introduces an extra step in the Nomination Approval Workflow. Without it, users with Succession Planning permission will access a target position/incumbent, add a successor and the nomination will go straight to "Approved" status. After you enable the Nomination Approval Workflow, users with Succession Planning permission will access a target position/incumbent, add a successor and the nomination will go to a "Pending" status. After that, a user with Succession Approval permission must access the target position/incumbent and either accept or reject the nomination. This also applies to update and removing nominations: if a user with Succession Planning permission updates or removes the nomination, the nomination will be in a "Change Pending" or "Deletion Pending" status, until a user with Succession Approval permissions accesses the position and either approves or rejects the change/deletion. 

For example, the following screenshot shows how a Succession Approver (user with Succession Approval permission) would Approve or Reject a Pending Nomination.

Approval Workflow

The following diagram illustrates the workflow and corresponding status at each step for approval-driven nominations

Special Remarks about the workflow: 

  • If a user has both "Succession Planning" and "Succession Approval", the nomination (and any changes/deletion) will go straight to "Approved" status;
  • If a Succession Planner (user with only "Succession Planning Permission") adds a nomination, which goes to "Pending" status, and then deletes the nomination, before another user has approved it, the nomination will go to "Removed" status. 

Rules

The following rules are observed for the Succession Planning Approval Workflow: 

  • If more than one user is set as an approver for a particular incumbent or position, only one approval (from any of the approvers) is required to approve the nomination or change.
  • Approvers will go to the succession org chart to approve nominations. Pending nominations requiring approval will be displayed on org chart nodes in a separate section below the approved nominees (if any).
  • Nominees in a pending state are only visible to users with succession planning permissions or succession approval permissions for that incumbent/position.
  • Users can be both planners and approvers. If a user has both permissions, nominations he/she creates take effect immediately and go straight to "approved" status.
  • An approver has a scope of permissions to approve for positions when the position management method is used, or incumbents when the role-person method is used.
  • If the approval process was enabled during succession planning activities and is then disabled in the back-end, pending nominations or changes will be lost---only approved nominations and changes will be retained.

NOTE: Note that there are no other ways to manage the nomination of successors other than the manual approval and the import file. 

How to enable the Nomination Approval Workflow?

To enable the approval process, a change in the back-end of the instance is required. As enabling the Succession Approval workflow requires permission changes that are specific to your business requirements, we suggest that you contact an Implementation Partner to enable the feature.

Once enabled, permissions must be set for approvers (to define the scope of which incumbents or positions they approve successors for). The “Succession Approval Permission” defines the target population of users/positions for which the granted users can approve pending nominations. This permission works similarly to the “Succession Planning Permission”.

Pending Nomination Emails

When using the Succession Approval Workflow, you can enable emails to approvers notifying them of nominations requiring their approval. The emails will list all currently pending nominations (or changes or deletions) that the approver can act on.

Pending Nominations of External Candidates

Nominations of external candidates participating in the Nomination Approval Workflow (i.e. that are in a "Pending" status) will not be included in the Pending Nominations notification email.

How to enable the feature?

To enable this feature, a "Send Pending Nomination Emails" job should be created on "Manage Scheduled Jobs" in provisioning (back end). This job can be scheduled to run recurringly according to customer needs (daily, weekly, monthly).

Requesting changes in the back-end

As a customer, you do not have access to complete tasks in provisioning (back end). To have this job created, you should either contact your Implementation Partner or Cloud Product Support.

You have the option to only notify approvers once for each nomination, or repeatedly according to the schedule (until the nomination is approved or rejected). Use the "Resend emails to approvers if nominees have not yet been approved" checkbox to specify the desired behavior.

Do not use the "Additional E-mail Recipients" field, as it is ignored by this job.

How to adjust the content of the e-mail?

The content of the email can be adjusted in the Email Notifications Settings screen in Admin Center, with the "Succession Email Approver Notification" template. The user must preserve the "[PENDING_NOMINATIONS_LIST]" token to include the list of pending nominations.


Permissions

Here are the scenarios and results to expect, considering target population is the same:


Scenario 1

Succession Approval Permission
Succession Planning Permission 
Succession Management and Matrix Report Permissions
ResultNo Visibility to Approved Successors, Can approve but with visibility and can approve Pending Nominations and Pending Changes/Deletion

Scenario 2

Succession Approval Permission
Succession Planning Permission 
Succession Management and Matrix Report Permissions
ResultNo Visibility to Approved Successors, with visibility and can approve Pending Nominations and Pending Changes/Deletion

Scenario 3

Succession Approval Permission
Succession Planning Permission 
Succession Management and Matrix Report Permissions
ResultNo Visibility to Approved Successors, with Visibility and can edit Pending Nominations/Changes. But cannot approve any nomination/changes/deletion

Scenario 4

Succession Approval Permission
Succession Planning Permission 
Succession Management and Matrix Report Permissions
ResultVisibility to approved successors but cannot nominate, cannot edit nor approve Pending nominations/changes/deletion

Scenario 5

Succession Approval Permission
Succession Planning Permission 
Succession Management and Matrix Report Permissions
ResultCan nominate successors but no visibility to approved successors. Can approve or reject pending changes or edit/delete nomination.

Scenario 6

Succession Approval Permission
Succession Planning Permission 
Succession Management and Matrix Report Permissions
ResultCan nominate and see approved successors. Can approve or reject changes or edit/delete nomination.

Related Content

Related SAP KBAs

SAP KBA 2151642: Succession Management permissions for Position/Role-person nomination method with Legacy Permissions

SAP KBA 2202776: Succession Management permissions for Position/Role-person nomination method with RBP Permissions

SAP KBA 2202816: Succession Management permissions for MDF Position nomination method with RBP permissions

SAP KBA 2832489: Nomination Approval Workflow