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Manage Advanced Workflow Settings

You can specify advanced settings for workflow, such as set a default approver for workflow requests and define approver acceleration settings.

NOTE: Functions discussed in this topic are licensed under different add-ons. See the License GroupID topic.

What do you want to do?

Specify a Default Approver​

You can designate a recipient as the default approver for workflow requests. Requests are routed to this recipient based on the following rules:

  • When approver acceleration is not enabled, the applicable rules are discussed in the Workflow Approval Scenarios topic.

  • When approver acceleration is enabled:

    • A request is sent to the default approver when the last approver in the acceleration chain does not approve or deny it within the specific number of days.
    • A request is routed to the default approver when the hierarchy breaks at any point in the acceleration chain. For example, if the maximum acceleration level is set to 3 but there is no recipient to accelerate the request after second level acceleration, the request goes to the default approver.

The default approver also receives group expiry and deletion notifications for groups without owners.

To specify a default approver:

  1. In Admin Center, click Identity Stores in the left pane.

  2. On the Identity Stores page, click the ellipsis button for an identity store and select Edit.

  3. Click Workflows under Settings in the left pane.

  4. On the Workflows page, click the Advanced Workflow Settings tab.

  5. On th Advanced Workflow Settings tab, use the Default Approver box to specify a recipient as the default approver. To search for a recipient:

    • Enter a search string in the box. Group and user names starting with the string are displayed as you type. Select a user or group to set as the default approver.

      Or

    • Click Advanced to search an object by different parameters, such as name, department, company, and email.
      In the advanced search box, enter a search string and click Search. User and group objects matching the string are displayed. Select the required object.

    To remove the default approver, click Delete for it.

  6. Click Save.

Apply Approver Acceleration​

The workflow approver acceleration feature ensures that no workflow request remains undecided. To apply setting related to approver acceleration, see the Workflow Approver Acceleration topic.

Delete Workflow Requests​

You can delete the workflow requests generated for an identity store based on certain settings. For example, you can delete the ‘denied’ requests that are old by 30 days or more.

To delete workflow requests:

  1. In Admin Center, click Identity Stores in the left pane.

  2. On the Identity Stores page, click the ellipsis button for an identity store and select Edit.

  3. Click Workflows under Settings in the left pane.

  4. On the Workflows page, click the Advanced Workflow Settings tab. Go to the Workflow Requests section.

  5. In the Delete requests that are x or more days old box, specify a number, say 30. Workflow requests that are 30 days old and older will be auto deleted.

  6. Select the type of requests you want to delete.

    • Pending: to delete requests that are pending, including your own.
    • Approved: to delete requests that have been approved.
    • Denied: to delete requests that have been denied.

  7. Click Delete. GroupID deletes requests of the selected type that are old or older than the specified number of days.

  8. Click Save.

Integrate with Microsoft Power Automate​

You can also link your Power Automate flows to GroupID workflows. For details, see the Integrate with Power Automate topic.

See Also