Advanced Cloud Security Documentation
Index

Compliance Approvers

Compliance Approvers are users designated to review and approve or reject changes to compliance-tracked fields. This guide explains how to set up and manage approvers.

Accessing Compliance Approvers

  1. Open Advanced Cloud Security from the Tell Me search
  2. Click Compliance Approvers in the Configure Compliance column
  3. The Compliant Approvers page opens

What is a Compliance Approver?

A Compliance Approver is a Business Central user who:

  • Receives notifications of pending changes
  • Can view change details (old and new values)
  • Can approve or reject change requests
  • May have scope limited to specific tables

Adding an Approver

Basic Setup

  1. Click New to add an approver
  2. Select the user from the lookup
  3. Configure approver settings

Approver Settings

Setting Description
User ID The Business Central user
Email Email for notifications
Active Whether the approver is currently active
Can Approve All Can approve any table
Tables If not "all", which tables they can approve

Configuring Approver Scope

Approve All Tables

For general approvers:

  1. Check Can Approve All
  2. User can approve any compliance request
  3. Suitable for managers/executives

Approve Specific Tables

For specialized approvers:

  1. Uncheck Can Approve All
  2. Click Tables action
  3. Add specific tables to their scope

Example: Finance Approver

User: FINANCE.MANAGER
Can Approve All: No
Tables: 
  - Customer (18)
  - Vendor (23)
  - G/L Account (15)

Example: HR Approver

User: HR.MANAGER
Can Approve All: No
Tables:
  - Employee (5200)
  - Employee Relative (5205)

Approver Requirements

User Permissions

Approvers need:

  • Read access to tables they approve
  • Access to the approval pages

Email Configuration

For notifications:

  • Valid email address on user record
  • Or specific email on approver record
  • Email system must be configured in BC

Managing Approvers

Activating/Deactivating

To temporarily disable an approver:

  1. Uncheck Active
  2. They won't receive new requests
  3. Existing pending requests remain

To permanently remove:

  1. Delete the approver record
  2. Reassign their pending requests

Viewing Pending Approvals

To see what an approver has pending:

  1. Select the approver
  2. Click Pending Approvals
  3. Review their queue

Reassigning Approvals

If an approver is unavailable:

  1. Open their pending approvals
  2. Select requests to reassign
  3. Click Reassign
  4. Select new approver

Approver Best Practices

Ensure Coverage

  • Always have multiple approvers for each table
  • Use approver groups for redundancy
  • Plan for vacations and absences

Use Appropriate Scope

  • Don't give everyone "Approve All"
  • Match scope to job responsibilities
  • Principle of least privilege applies

Monitor Response Times

Track how quickly approvals are processed:

  • Set expectations with approvers
  • Follow up on delayed approvals
  • Adjust assignments if needed

Notification Settings

Email Notifications

Configure in ACS Setup:

Setting Description
Sender Name Display name on emails
Sender Email From address
Email Template Body text template

Notification Triggers

Emails are sent when:

  • New approval request created
  • Reminder for pending request
  • Request escalated
  • Request rejected (to requester)
  • Request approved (to requester)

Email Template Variables

Available variables in templates:

Variable Description
%1 Approver name
%2 Company name
%3 URL to approval page
%4 Sender name

Approver Workflow

Receiving a Request

  1. Approver receives email notification
  2. Email contains link to the request
  3. Or approver opens pending approvals in BC

Reviewing Changes

On the approval page, approver sees:

  • Who made the change
  • What field was changed
  • Old value
  • New value
  • When the change was attempted

Making a Decision

Action Result
Approve Change is saved to the database
Reject Change is discarded, user notified
Delegate Passes to another approver
Request Info Sends question to requester

Adding Comments

Approvers can add comments:

  • Explain approval reasoning
  • Document rejection reasons
  • Ask clarifying questions

Backup Approvers

Setting Up Backups

For each approver, you can designate backups:

  1. Select the approver
  2. Click Backup Approver
  3. Select the backup user

When Backups Are Used

  • Primary approver is out of office
  • Escalation triggered by timeout
  • Manual delegation

Troubleshooting

Approver Not Receiving Notifications

  1. Verify email address is correct
  2. Check email system configuration
  3. Review spam/junk folders
  4. Test with different email address

Cannot Approve Requests

  1. Check approver is active
  2. Verify the generated extension is installed
  3. Verify approver scope includes the table
  4. Check user has read access to the table

Wrong Approver Receiving Requests

  1. Review approval rules
  2. Check approver scope settings
  3. Verify rule priority

Auditing Approvers

Track approver activities:

  1. Open Compliance Log
  2. Filter by approver
  3. Review their approval history

Information tracked:

  • Approval date/time
  • Decision (approve/reject)
  • Comments added
  • Time to decision