Advanced Cloud Security Documentation
Index

Approver Groups

Approver Groups allow you to define collections of users who can approve compliance requests. This provides flexibility and ensures approval coverage when individuals are unavailable.

Accessing Approver Groups

  1. Open Advanced Cloud Security from the Tell Me search
  2. Click Compliance Approver Groups in the Configure Compliance column
  3. The Compliance User Group List opens

What is an Approver Group?

An Approver Group is a named collection of users where:

  • Any member can approve requests assigned to the group
  • Group membership can be managed independently
  • Groups can be assigned to approval rules

Benefits of Using Groups

Benefit Description
Coverage Any available member can approve
Flexibility Change membership without changing rules
Organization Matches company structure
Scalability Easy to add/remove members

Creating an Approver Group

Basic Setup

  1. Click New to create a group
  2. Enter group details:
Field Description
Group Code Unique identifier
Name Descriptive name
Description Purpose of the group
Active Whether group is available for assignment

Example Groups

Group Code Name Purpose
FIN-APPROVERS Finance Approvers Approve financial data changes
HR-APPROVERS HR Approvers Approve employee data changes
MGMT Management Team Approve high-value changes
IT-ADMINS IT Administrators Approve system-related changes

Adding Members to a Group

Member Management

  1. Select the group
  2. Click Members action
  3. Add users to the group

Member Settings

Setting Description
User ID The member user
Active Whether member can currently approve
Primary Is this the primary approver for the group

Adding Multiple Members

  1. Click Add Members
  2. Select multiple users
  3. Click OK
  4. All selected users are added as active members

Group Configuration Options

Any vs. All Approval

Configure how group approval works:

Mode Behavior
Any (default) One member approves → request approved
All All members must approve → request approved

Setting Approval Mode

  1. Select the group
  2. Set Approval Mode field
  3. Choose "Any" or "All"

Primary Approver

Designate a primary approver:

  • Receives first notification
  • Other members notified after delay
  • Useful for workload distribution

Using Groups in Approval Rules

Assigning Groups to Rules

  1. Open Approval Rules
  2. Select or create a rule
  3. In Approver field, select "Group"
  4. Choose the approver group

Example Rule with Group

Rule: Vendor Bank Account Changes
Table: Vendor (23)
Fields: Bank Account fields
Approver Type: Group
Approver: FIN-APPROVERS

Managing Group Membership

Adding Members

  1. Open the group
  2. Click Members
  3. Click New
  4. Select user and set active

Removing Members

  1. Open group members
  2. Select member to remove
  3. Click Delete or set Active to No

Temporary Deactivation

To temporarily exclude a member (vacation, etc.):

  1. Set Active to No
  2. Member won't receive notifications
  3. Set back to Yes when available

Group Notifications

How Notifications Work

When a request is assigned to a group:

Setting Notification Behavior
Notify All All active members receive email
Notify Primary Primary approver receives first
Sequential Members notified in sequence

Configuring Notifications

  1. Select the group
  2. Click Notification Settings
  3. Choose notification mode

Group Hierarchy

You can create hierarchical approval structures:

Sequential Groups

Request → Junior Approvers (Group 1)
              ↓ (if approved)
         Senior Approvers (Group 2)
              ↓ (if approved)
         Executive Approvers (Group 3)

Conditional Escalation

Request → Standard Approvers
              ↓ (if value > threshold)
         Senior Approvers

Best Practices

Group Organization

  • Align groups with organizational structure
  • Keep groups focused (single purpose)
  • Avoid overlapping responsibilities

Membership Management

  • Review membership regularly
  • Update when roles change
  • Have at least 2 active members per group

Naming Conventions

Use clear, consistent naming:

  • ✓ FIN-AP-APPROVERS (Finance, Accounts Payable)
  • ✓ SALES-MGR-EUR (Sales Managers, Europe)
  • ✗ GROUP1
  • ✗ APPROVERS

Documentation

Document each group:

  • Purpose and scope
  • Membership criteria
  • When to use the group
  • Escalation procedures

Troubleshooting

No One Received Notification

  1. Check group has active members
  2. Verify member email addresses
  3. Check notification settings
  4. Review email system status

Wrong Person Approved

  1. Verify correct group assigned
  2. Check member permissions
  3. Review approval rule logic

Request Stuck Pending

  1. Check if all members are inactive
  2. Verify "All" mode doesn't have inactive members
  3. Check escalation settings

Viewing Group Activity

Pending Approvals by Group

  1. Select the group
  2. Click Pending Approvals
  3. View all requests waiting for this group

Approval History by Group

  1. Open Compliance Log
  2. Filter by Approver Group
  3. Review historical approvals