How to set up RFx award approval?

[Former Member]

Hello community,

I am currently working on an RFx award approval scenario and hope you can help me.

When a RFx becomes awarded the award should be approved by a list of approvers. To create an approver list we set up an extension definition which gives us a table in the "Award" tab where approvers can be added:

After the approvers have been added to the list and the RFx has been saved by the document owner the approver(s) shouldn't be editable any more. Nevertheless it should still be possible to add additional approvers if needed (we currently use a script here which uses the LockManager which is not recommended).
If an approver opens the RFx and switches to edit mode he should only be able to change the value in the "Approved" field to either approve or reject the award - but only in his own row instead of all approver rows.
The approval (or rejection) should be logged in the "Last Changed" and "Last Changed By" fields. Additionally - if possible - the approver should only be able to make changes to the "Approved" field one time so that it is locked as well when he clicks on "Save".

Currently we use a dropdown field but a simple YES/NO field would be fine as well. As it is not recommended to use the LockManager in the script to lock fields we are searching for a code which validates that the user is an approver and gives him the possibility to approve or reject the award only in his row.
As a reference please find attached the latest version of the script. It

Does anybody have a code which could be used for that or could give us an idea what is the best way to set this up? Maybe there's also a way without scripts.
Any help and idea on that is much appreciated.

Thanks,
Florian

RFx.Validate.txt.zip

[vikram_shanmugasundaram · Accepted solution]

Hi Florian,

One option to consider is to have 2 toolbar scripts on the RFx – First one to lock the candidate columns in the Approver ext collection and the second to Approve the RFx

The first toolbar button is meant for RFx owner only. Once the approvers are added, the owner would click the toolbar button to lock the columns on the Approver collection for all users. You could have validation in place so if the approver tries to click on the first toolbar button it will display an error saying they are not the owner of the RFx. This toolbar button can also act as a toggle, so if the owner needs to edit it he can unlock the collection and make the edits.

The second toolbar button is for approvers to approve the RFx. When the approver clicks on the button, the script would automatically change the value of Value List  to Approved. Since the column is locked, they won’t be able to make any updates directly on the collection. In the script, you could use the session variable to find the current user and compare that with the user in the extension collection to find the correct row to update.

Hope this helps.

Vikram

[Former Member · Accepted solution]

Hi Vikram,

Thanks a lot for your helpful answer. It gives us a good idea on how to proceed further.
We will try to set it up as suggested.

Florian