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This resource outlines the steps to add or remove a substitute approver for Jaggaer. Keep in mind, you can choose to use a substitute approver for documents in all folders (shared folders, My Approvals, etc.) or select a specific folder. The resource provides instructions for the following situations:
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Step 1: Login to Bronco Hub and Access Jaggaer Punchout Catalog
Begin by signing in to Bronco Hub.
Select My Organization from the top navigation section of Bronco Hub and then select Jaggaer Punchout Catalog.
Step 2: Navigate to Substitute Approvers - Requisitions
Navigate to Orders on the sidebar at the left.
Select Approvals.
Select Assign Substitute Approvers-Requisitions.
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🛑 Select a scenario from the list below to be routed to the next steps 🛑
Add a substitute approver and my name is not listed in the Standard Approval Workflow Matrix as an approver for my departments financial transactions.
Add a substitute approver and my name is listed in the Standard Approval Workflow Matrix as an approver for my departments financial transactions.
To remove substitute approvers (delegation rules).
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I’m NOT listed as an approver in the approval workflow matrix and I want to assign a substitute approver for Jaggaer
Select Assign.
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Enter the name of the assigned Substitute Approver.
Select Assign.
Check the box Include Date Range for Substitution to specify dates for the rule to be in place. Specifying substitution dates is a great option to utilize if you’re be on leave.
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I’m listed as an approver in the approval workflow matrix and I want to assign a substitute approver for Jaggaer
Those listed in the Standard Approval Workflow Matrix appear in the Jaggaer approval list as follows: Approver roles are referenced using different terms in Jaggaer vs the Standard Approval Workflow Matrix. Naming conventions are mapped out below:
(Jaggaer) Level 1 = (Standard Approval Workflow Matrix) Funding Source Person
Level 2 = Department Head/Chair/Director
Level 3 = Dean/AVP
Level 4 = Vice President
Grant = Principle Investigator (not listed in Approval Workflow Matrix)
In Jaggaer | In Standard Approval Workflow |
Level 1 | Funding Source Person |
Level 2 | Department Head/Chair/Director |
Level 3 | Dean/AVP |
Level 4 | Vice President |
Grant | N/A |
In the example below, Bonnie Bronco is approving at the Dean/AVP (Level 3) and VP (Level 4) in the Standard Approval Workflow Matrix for several departments. Bonnie is also acting as Principle Investigator (PI) approver (indicated by Grant - XXXXXXXXXX).Bonnie may decide to assign all the Level 3 and Level 4 approvals to one person (described here), or she may wish to assign specific roles to one person (described in this section)
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When creating substitute approvers, Bonnie (approvers listed in the Standard Approval Workflow Matrix have) has two options:
See details about both options below. |
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Option 1: Assign All Approval Rules (Levels) to One Person
To delegate all approval rules to a specific person, follow the steps above, select Assign Substitute for All Requisitions Folders in the upper right corner.
From the example explained above, selecting this option would result in Bonnie creating a substitute approver for all approval levels Bonnie is listed in.
What’s next:
The delegate is now able to approve on behalf of the original approver and will receive the emails and communication when there are items requiring approval.
End of Process
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Option 2: Delegate Specific Rules
To delegate specific approval rules, select the checkbox located on the far right side of the approvals you’d like to modify. In the example below, Bonnie is creating rules for approvals for 4 project numbers.
After making applicable selections, select Assign Substitute to Select Folders.
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Locate the employee you’d like to assign the substitute approval role to by searching for their name in the Substitute Name* field.
Check the box Include Date Range for Substitution to specify dates for the rule to be in place. Specifying substitution dates is a great option to utilize if you’re be on leave.
Select Assign
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Confirm the delegation by verifying the approver name is updated as expected.
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What’s next:
The delegate is now able to approve on behalf of the original approver and will receive the emails and communication when there are items requiring approval.
End of Process
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Removing Delegation Rules
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If you would like to revert all approver rules back to their default setting, select End Substitute for All Requisition Folders located in the upper right corner. |
To remove approval rules, select the checkbox located on the far right side of the approvals you’d like to modify
Select Remove Substitute from Selected Folders
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Confirm the delegation rule has been removed by verifying the Substitute name field is blank.
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End of Process
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Need help with the steps above?
If you have additional questions about the process, please email p2p_procurement@boisestate.edu.
If you experience a system issue/error OR have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket