Overview
A Review Request sender can recall or cancel the submitted Approval Request. Recall Approval and Cancel Approval are two different actions in a Review Package.
This article describes the difference between these two actions.
Who should read this?
- TopTeam Users
Recall Approval
This action is accessed from the Approvals tab in a Review Package record, refer to the image as shown above.
When you recall an Approval Request, all the approvals given by an approver for the individual records of that package are kept as it is.
The Recall option should be used when you want to withdraw the last Approval Request and instead send a fresh Approval for the same package.
E.g.
If you send five records to User A, User A approves three of them but does not finish the review, and if you recall the Approval Request at this stage, then the three records that were approved by User A stay intact and the other two records will stay as Pending i.e. the Approval Status remains as it is.
Before Recall Approval
User A has approved three records as shown in the Approval Progress field column.
After Recall Approval
After User A’s Approval Request is recalled, the Approval Status remains intact.
NOTE: This image is from Review Package Explorer.
Cancel Approval
This action is accessed from the Actions drop-down menu under the Approvals tab in a Review Package record, refer to the image as shown above.
When you cancel an Approval Request, all the approvals given by an approver for the records in that package will get canceled.
We would not recommend canceling the requests that are Recalled as it might accidentally cancel the Approval that was given by an approver on a record through another Review Package.
E.g.
If you send five records to User A, and User A approves three of them but does not finish the review, and if you cancel the Approval Request, then the system will cancel the Approval Status of all the five records.
Before Cancel Approval
User A has approved three records as shown in the Approval Progress field column.
After Cancel Approval
After User A’s Approval Request is canceled, the Approval Status is discarded for all five records.
NOTE: This image is from Review Package Explorer.
Additional Information
- When you send a new approval request to a user, the system automatically recalls the previous approval request assigned to that user if it is not finished yet. This is done so that the end user would not have to finish two approval requests for the same package i.e. the new one as well as the previous one.
- Additionally, when you Cancel an Approval, the system automatically calculates the Approval Status of records in the Review Package, whether or not they have been Approved by all the users.
- If all the users have approved the records and finished the Review, the system automatically moves the records to the Approved state.
- In order to check the functionality, we would recommend that you send a dummy request to yourself for such Packages and Approve them. The state change workflow must trigger when you finish the dummy request.
Revised: October 1st, 2016