Approvals Workflow Guide

Purpose:

This guide will serve as a reference for request asset management workflows in Tango Reserve.

The goal of this article is to assist a Tango Reserve client in setting up a request assets workflow successfully in Tango Reserve.

Workflow Diagram:

Prerequisites for setting up reservation approvals:

1. Make sure that you understand how Asset Groups and User Groups work together. 
2. An asset requiring approval must be set up and configured inside of Reserve as part of a “Requests” Asset group.
3. The requesting Registered User must be a part of a User Group with permission to “request” an asset in the “Request Assets” group.
   • The request permission allows Users to make a Request for Reservation on an Asset. Requests must be approved by Users with the Permission to approve.

1. An Approver must be a part of an “Asset Approvers” User Group with permission to approve requests.
   • The approve permission allows Users to approve Requests made on Assets.

Groups and Permissions

Permissions, such as the ability to View, Reserve or Manage Assets, can only be established between groups of Users, known as User Groups, and groups of Assets, known as Asset Groups.

As a guide for Administrators on a brand-new Reserve, there are default Asset/User Groups already established by default. Administrators can re-purpose these groups or create new ones to fit the needs of their organizations.

There are two default asset groups – Request Assets and Reserve Assets. Reservations for assets in the Request Assets group must be approved by an Asset Approver. Assets in the Reserve Asset group can be reserved if they are available.

There are three default user groups – All Users, Asset Approvers, and Asset Managers. It is up to an Administrator to determine which Users belong to which User Groups. At least one User Group must be assigned when a User is first created, however, Users can belong to multiple User Groups.

Asset Approvers group includes all the users that are able to approve reservation request. Asset Managers can manage and delete allocations.

Each User Group can be given the following Permissions:

• View Assets allows user to see the selected Assets Group(s)
• Make a Request to Reserve Assets in the Selected Asset Group(s)
• Reserve Assets in the selected Asset Group(s)
• Approve Requests to Reserve Assets in the selected Asset Group(s)
• Manage Assets in the selected Asset Group(s)
• Delete Assets in the select Asset Groups(s)

** Note: User Groups cannot have permission to both Make a Request and Reserve Assets

Approvals Workflow

1. An end user requests use of an asset which requires approval.**
   1. This will be denoted on available assets by an “*” or “†”at the end of the resource name in the reservations screen.
2. The user selects the room which requires approval and completes the required fields in the reservation page. Once the user clicks “submit” they will receive the message "your request has been saved" and be returned to the Agilquest Reserve landing page.
3. The user will receive an email confirming that the reservation has been created but is “Awaiting Decision.”

Approval:

1. The Approver will log into Tango Reserve and go to the Settings page. Once there, the user will navigate to “Requests” tab.**
2. Under “Requests” the approver will see a listing of reservations that are waiting for a decision.
3. From this screen, the Approver may check one of the boxes under “Actions” beside the reservation to approve or deny the reservation.

**Please note, you cannot approve your own reservations: Please see this article for more details.

User experience after approval or denial of a reservation:

1. If a reservation is approved, the user will receive notification via email. This email subject line will note the reservation approval.
2. Likewise, if a reservation is denied, the user will receive notification via email. This email subject line will note the reservation denial.
3. End of workflow.

Reservation state changes:

Inside of the requests tab, the Approver will be able to see differing changes in reservation status. Below is a glossary of these terms.

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