Temenos Digital

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Manage Approvals

The approval matrix defines the rules for approvals including the number of approvals required and the designated approver, based on the value of the transaction. Use the feature to create and manage the approval matrix for setting the approval limits (per transaction rule, daily transaction rule, and weekly transaction rule) for customers.

Customers can now choose from the two modes of Approval Matrix - User-Based or Signatory-Group based. Approval Matrix supports the usage of Signatory/Approver groups in setting rules for monetary and non-monetary feature actions. When the rule is applied on a particular transaction, any member of the signatory group can be used to fulfill the criteria of the approval rule that is referencing the group instead of specific users. In the Signatory-Group based approval matrix, the rule setting supports complex conditions which allow logical operators AND and OR and their logical combinations where each condition in the rule consists of two parts,

Number of approvals required.
Signatory Groups from where the approvals are required.

An authorized user need not manually set up approvers at each account and feature level one at a time. Instead, the authorized user can add a set of simple readable rules to define the approvals. For instance, a rule could say that "All Bill payment above $1000 require an approval for any one of User X, User Y, or User Z". These rules translate into the approval matrix for the company. Alternatively, Business Owners can also view the advanced view of all the approval rules at the account and feature levels and modify the rules at a finer level.

Menu Path:

Side menu > Settings > Approval Matrix > Manage Approvals
Top menu > Profile picture > Approval Matrix > Manage Approvals

UX Overview

The application displays the Approval Matrix dashboard on the Settings screen. By default, Manage Approvals tab is displayed as a sub-menu item provided the signed in user has View Approval Matrix permissions for at least one customer. These customer IDs may belong to the same contract or be part of different contracts.

Approval matrix Overview — Approval Matrix Overview

The Manage Approvals tab displays the following on the right pane:

List of contracts: Customers list that has Approval Matrix associated with them with Customer Name, Contract Name, Approval Mode (Signatory Group or User which is configurable in Spotlight), switcher to turn On/Off Matrix for a customer, and the Actions that can be performed (View/Edit). The newly added accounts show under the respective customer ID to which it is added. For all the new accounts that are created under a customer ID and added to the contract, the customer ID level rules apply by default.
On/Off Matrix: The On/Off Matrix indicates whether approval matrix is turned off or on for a specific customer. Use the switcher to turn off or turn the approvals back on. If the approvals is turned off for a specific customer, then all the transactions for the accounts of that customer will be processed straight through.
View or edit matrix: Click the View/Edit Matrix link to view or edit the approval matrix for the selected customer. The link is visible only if the user has both View and Edit permissions of Approval Matrix for a specific customer. If the user has View only permissions for a specific customer, then View Details link is displayed.
Search: Use the search option to look for specific customers by using the keywords such as the customer name, customer ID, or the contract name.
View filter: Use the View list to filter the list by Contracts or Approval Mode. By default, the All option is applied.

View or Edit Customer Level Approval Matrix

The form is the same for viewing and editing the approval matrix. A user with the permission to view/set up approval matrix for a customer ID can view the rules set up for the various monetary an non-monetary feature actions, and a user with edit permissions can edit the approval rule flow for individual actions at the customer level.

On the Approval Matrix dashboard, click the View/Edit Matrix link to view or edit the approval matrix for the selected customer. The link is visible only if the user has both View and Edit permissions of Approval Matrix for a specific customer. If the user has View only permissions for a specific customer, then View Details link is displayed.

The signed in user can have the permission to create or edit the approval matrix for one or more customer IDs, which are in the same contract or in multiple contracts.
All these customer IDs are available for the user to set the rules. The rules applied at the customer ID level are by default applicable to all the accounts belonging to that customer ID.

The application displays the following:

Header: The Customer name, Customer ID, and the Contract name on top of the form.
Customer Level Approval Matrix section
- Approval Type: Displays the approval type whether Signatory Group or User based.
- Features list: All applicable monetary and non-monetary feature actions on the left pane. Click any feature action to view the corresponding permissions on the right pane. These include the actions that are enabled in the contract for the customer ID and enabled for approvals.
- Search: Option to search for specific feature action by name on the left pane.
- Manage Rule - create or edit rule: For the selected feature action, the application displays the feature name on top of the section and the corresponding rules (per transaction, daily transaction, and weekly transaction - for monetary actions) on the right pane with the following details: Approval Range, if Approval Required (Yes or No), and action link (Create Rule or Edit Rule) if the user has Edit Approval Matrix permissions.
  - Per transaction, daily transaction rules and weekly transaction rules are shown in separate sections.
  - For non-monetary actions, rules ranges are not applicable; only rules and the signatory groups are displayed.
  - Where there are no details, an appropriate message that common rules are not defined for all the accounts within the customer ID is displayed. Click the Create Rule link to define the rules.
  - If the rules for per transaction, daily transaction, and weekly transaction are already defined, then click Edit Rule to modify the rule details.
  - Click the down arrow (accordion menu) to view the approval rules and conditions such as if approval is required, the number of required approvals (Any1), and from which signatory group (Manager) the approval is required.
- Turn on or off approval matrix customer level: Ability to turn approvals off/on entirely for the customer provided the user has Edit Approval Matrix permission. If the user does not have the necessary edit permission, this action is not displayed to the user. By default, the approvals is set to on.
View Account Level Matrix: Click to view or edit the matrix of accounts within the contract.
Back button: Click Back to navigate back to the Approval Matrix dashboard.

Create or Edit Approval Rules for Customer Level Matrix

A user with the Create / Edit Approval Rules permission to set up approval matrix for a customer ID can define the rules in the matrix at the customer ID level. The user can add range of values and validations for the feature actions.

The application displays the list of applicable feature actions on the left pane and the corresponding limits (per transaction rules, daily transaction rules, and weekly transaction rules) on the right pane for the selected feature. Set the rule for the transaction limits.

Per-transaction amount (Per-Transaction)
Cumulative daily transaction value (Daily)
Cumulative weekly transaction value (Weekly)

Refer to the Create/Edit/Delete Approval Rule flow diagram for reference:

To create or edit rule for a selected feature, follow these steps:

On the Approval Matrix screen, select a feature (monetary or non-monetary feature actions) on the left pane.
On the right pane, do any one of the following depending on the requirement:
- Create Rule: Click if the rules for per transaction, daily transaction, and weekly transaction are not defined yet. The Approval Matrix - Create Rule screen appears.
- Edit Rule: Click if the rules are already defined, then click Edit Rule to modify the rule details. The Approval Matrix - Edit Rule screen appears.

The application displays the following:

Header: The Group Name, Customer Name, Customer ID, and the Contract name on top of the form.
Create Rule or Edit Rule section
- Max Limit: The maximum limit (amount with set currency) set for the rule at the company level.
- Feature: The selected feature to set the rule (for example, International Transfer).
- Type: Displays the transaction limit for which the rule is to be set or modified - Per Transaction, Daily, or Weekly.
- The limit Range
- Range Limit value
- Option to select if Approval Required for this transaction.
- Provision to define Approval Condition if approval is required.
- Action: Delete the condition for the selected range if the rule is already created. When a rule is created, the Action column is blank.

Create Rule for Monetary and Non-monetary Actions

A user with the adequate permissions to Create / Edit Approval Rules can add rules for monetary and non-monetary feature actions.

Create Rule for Monetary Action

To create a rule for a selected monetary feature, follow these steps:

On the Approval Matrix screen, Click Create Rule on the right pane.
The application displays the Approval Matrix - Create Rule screen.
- It is possible to have as many ranges so long as they are not over lapping.
- They do not go beyond what is set as a limit for the company.
- They cover the entire range of values up to the maximum limit allowed to the company.
- All the ranges must be mutually exclusive (no overlaps). The associated conditions for any particular transaction value can be uniquely identified.
- The application displays an appropriate message if there are any mismatches in the ranges.
Specify the range of values for which the rule is applicable.
Select the Range from the list. It is mandatory. The options are: Upto, Above, and Between.
- Upto: This implies that the range is zero. Enter the selected value (<selected value> is <= to_value).
- Above: This implies that the range is <selected value> to all values above the <selected value>.
- Between: This implies Above <from_value> Up to <to_value> → > from_value AND <= to_value. The <to_value> is included. The From value must be less than the To value.
  - Every company/contract has a limit set for every transactional feature (at per transaction, daily, and weekly level). It is necessary that the approval matrix must have rules of approval set for any value of transaction that may be created within the limit allowed to the contract.
  - For the first row it is only possible to pick the range type Upto or Above.
  - Picking Upto results in the default addition of the Above rule as these two go together and the set of conditions must always be terminated with an above condition so that the complete range is covered (irrespective of the Max Limit) as well as there are no gaps present in the range setting.
  - After a value is entered in the Upto field, the Above field is populated by default.
  - If the Above range is selected for the first condition instead of Upto, then after configuring the Above rule, any other conditions that is added will appear in the order of the range, for example - if the first range was configured to be above 700, the Upto range that can be added is pre-filled with the same value as that was added for Above range. Then, the Between range conditions can be added as required.
  - The changes made to the rule applies to all accounts of the customer.
Enter the Range Limit for the selected Range.
Select the Approval Required check box only if approval is required for the selected range. Approval Required selector is used to determine if approval is required or not for a certain range. For the first Range (Upto ), this is not selected as this range is commonly used to set no approval conditions. For the rest of the ranges the, approvals required check box is selected by default.

If required, click the bin icon to delete the range. On the confirmation screen, click Delete to delete the range.
Click Add New Range to add a new range or skip this step. In case Upto and Above ranges are already selected, then the application displays the Between range. The From field is auto populated from the value of the Upto range. The To field value must be filled by the user and the same value is used to auto populate the Above value for the next range.
Specify the from and to range limit for Between range. On adding a Between range, the application displays an acknowledgment that the rule is added successfully.

Add Condition
Create Rule

Click Add Condition to define the Approval Condition in case approval is required. It is mandatory. If approval is not required, then the approval condition is not applicable.
1. The application displays the selected Range, entered Range Limit, and Approval Required as Yes on top of the form.
2. Under Condition 1, select the number of Required Approvals from the list and select the signatory group from the From Group list. The signatory groups that were created using the Signatory Groups feature are listed here. The application displays an appropriate message when the signatory group selected does not have sufficient number of approvers or the users who are in it do not have the required permissions.
3. Add condition lets you add AND to the previously entered rule and augment the condition. It is only possible to add AND for joining rules within a single condition, termed as a compound condition. Click Add OR Condition to add a complex condition. By default the application displays an AND condition to add a compound condition.
  - No Approvals Required. A transaction can pass through without approvals as well.
  - Simple condition: A simple condition will have a single condition statement. The number of signatories can be as specified by the user. It must be one or more. A signatory group can be selected from amongst the groups associated with the customer ID for which the policy is being created. Example - 4 Approvals required from Signatory Group Manage.
  - Compound condition: Multiple simple conditions working with an AND operator. There is no limit on the number of simple conditions that can be joined. A signatory group once added to one simple condition cannot be reused. Example - 4 Approvals required from Signatory Group Senior Manager AND 1 Approval required from the Signatory Group Senior Manager.
  - Complex condition: Multiple simple or compound conditions working with OR operators between them. There is no limit on the number of simple and compound conditions that can be joined together. Example - (4 Approvals required from Signatory Group Senior Manager AND 1 Approval required from the Signatory Group Senior Manager) OR (1 Approval required from Signatory Group Chief Officer).
  - Click Delete to remove a condition. On the confirmation screen click Delete.
  - Click Cancel to discard the changes. On the confirmation screen, click Yes. The changes are not saved.
4. Click Save. The changes made to the rule applies to all accounts of the customer.
5. The application displays a View/Edit link under the Approval Condition column to modify the details if required.

Click Confirm & Create. The changes apply to all accounts of the customer.
On the confirmation screen, click Save.
The application displays an acknowledgment screen with a message that the rule is created successfully.
Click Edit Rule to modify the details or click Go to Approval Matrix to navigate to the approval matrix screen where you can start all over again defining rules for the other feature actions.

Create Rule for Non-monetary Action

To create a rule for a selected non-monetary feature, follow these steps:

The application displays the Approval Matrix - Create Rule screen.
Select the Approval Required check box only if approval is required for the selected range. Approval Required selector is used to determine if approval is required or not for a certain range. If approvals are not required, then the Approval Condition is N/A.
After defining the conditions, click Confirm & Save.
The application displays an acknowledgment screen with a message that the condition is created successfully.
Click Edit Rule to modify the details if required or click Back to navigate to the Manage Approvals landing screen.

Edit Rule for Monetary and Non-monetary Actions

A user with the adequate permissions to Create / Edit Approval Rules can edit rules for monetary and non-monetary feature actions.

Edit Rule for Monetary Action

To edit the customer level approval matrix for a selected monetary feature, follow these steps:

On the Approval Matrix screen, Click Edit Rule on the right pane.
The application displays the Approval Matrix - Edit Rule screen. The details displayed on the screen is like the create rule screen.
Modify the following details as required:
- Range
- Range Limit
- Approval Required: Select if Approval Required.
- Approval Condition: Add Condition or click View/Edit to modify the existing condition. Make the necessary changes and click Save.

If required, click the bin icon to delete the range. On the confirmation screen, click Delete to delete the range.
Click Add New Range to add a new range if required. In case Upto and Above ranges are already selected, then the application displays the Between range.
Specify the from and to range limit for Between range. On adding a Between range, the application displays an acknowledgment that the rule is added successfully.
Click Delete Rule to remove all the rules for the selected feature action and limit type.

Click Confirm & Save. The changes apply to all accounts of the customer.
On the confirmation screen, click Save.
The application displays an acknowledgment screen with a message that the rule is updated successfully.
Click Edit Rule to modify the details or click Go to Approval Matrix to navigate to the approval matrix screen where you can start all over again defining rules for the other feature actions.

Edit Rule for Non-monetary Action

The application displays the Approval Matrix - Edit Rule screen. The details displayed on the screen is like the create rule screen.
Modify the details as required.
Click Confirm & Save.
The application displays an acknowledgment screen with a message that the condition is updated successfully.
Click Edit Rule to modify the details if required or click Back to navigate to the Manage Approvals landing screen.

Create or Edit Approval Rules for Account Level Matrix

An authorized with View/Edit permission on the approval matrix for the customer ID can set up the approval matrix for individual accounts of a particular customer.

To edit the account level approval matrix for a selected feature, follow these steps:

On the right pane, click View Account Level Matrix. The Approval Matrix- Account Level screen is displayed.
The application displays the list of applicable accounts for the selected feature.
Click the down arrow of the required account and click the View/Edit link to modify the details of account level approval matrix. Use the Search option to search by account name, account number, or account type.
The application displays the following:
- Header: The Account name, Customer name, Customer ID, and the Contract name on top of the form.
- Account Level Approval Matrix section
  - Approval Type: Displays the approval type whether Signatory Group or User based.
  - Features list: Monetary and non-monetary feature actions on the left pane. Click any feature action to view the corresponding limits/permissions on the right pane.
  - Search: Option to search for specific feature action by name on the left pane.
  - Turn on or off approval matrix customer level: Ability to turn approvals off/on entirely for the customer provided the user has Edit Approval Matrix permission. If the user does not have the necessary edit permission, this action is not displayed to the user. By default, the approvals is set to on.
- View Accounts: Click to go back to the list of accounts.
- Back button: Click Back to navigate back to the Approval Matrix dashboard.
On the right pane, click the Create Rule or Edit Rule as required placed by the side of the permission to create or modify the rules respectively.

The procedure to create or modify the monetary and non-monetary rules and other reference notes are the same as explained in the Create or Edit Approval Rules for Customer Level Matrix section. Follow the steps explained in the section for more details.

Configuration

General
- The visibility of each feature is controlled through the permissions defined for the user. See permissions for more information. The permissions at user levels are defined during user creation and while editing the user details after the user is created.
- In case the user does not have access to any of the features, that option will not be visible on the form and on the menus.
- The permissions at the company level and role level are defined in the Spotlight application.
- The Approval Mode (Signatory Group based or User based) for each customer is controlled in Spotlight.
Create/Edit/Delete Approval Rule Flow Diagram for Reference
- Create/Edit/Delete Approval Rule Flow
- Error and Warning Flow
Turn Approval Matrix on and off at Customer ID level. An authorized user who has access to edit the Approval Matrix for a certain Customer ID can turn off the approvals entirely for a customer from the online banking application. By default, the Approval Matrix will be on ("disable": "false").
```
POST:
{{URL}}/services/data/v1/ApprovalMatrixObjects/operations/ApprovalMatrix/updateApprovalMatrixStatus

Request Payload:
							{
							"contractId": "8216243790",
							"coreCustomerId": "100315",
							"disable": "false"
						}
```
Approval Matrix per customer with groups or without groups. An authorized user with the access to edit the Approval Matrix for a certain Customer ID can specify whether the approval rules for the customer ID to be based on Users or Signatory Groups. By default, the approval rules for the specific Customer ID will be based on Users ("isGroupLevel": "false").
```
POST:
Post: {{URL}}/services/data/v1/SignatoryObject/operations/ApprovalMode/updateApprovalMode

Request Payload:
						{
						"contractId": "8216243790",
						"coreCustomerId": "100315",
						"isGroupLevel": "false"
				}
```
Straight-through processing
- Introduced a new field "isSelfApprovalEnabled" in the application table to indicate whether the self-signature to be considered for the transactions initiated by self.
- if "isSelfApprovalEnabled" is true, then the system considers self-signature (if initiator is one of the valid approvers) and one of the approvals is fulfilled for the initiated transaction.
- If "isSelfApprovalEnabled" is false, then the system waits for other user approvals for further processing of the initiated transaction.
Cheque book request flow. The flow diagram shows the chequebook request process where multiple approvers are involved and scenarios covering the approval and rejection processes.

APIs

The following APIs are shipped as part of this feature. For the complete list of APIs shipped as part of this feature, see Experience APIs documentation.

API	Description
updateApprovalMode	Updates approval mode to user level or signatory group level.
fetchApprovalMode	Fetches the approval mode.
getAccountActionCustomerApproverList	Fetches the approvers list.
getApprovalMatrixByContractId	Fetches approval matrix details.

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