Using approver/watcher steps you can modify the workflow – define which extra user(s) are needed as approvers or are notified on workflow progress. You can also define under which conditions a certain step is marked as "satisfied" during a repeated run of a workflow. 

Add Approver Step

Before approvers handle the approval, they have a possibility to add another approver or watcher step. This extra step can be added after any pending step.

1. Click the View Workflow button of a document pending approval. 
2. In the Workflow window, select (using the checkbox) a step after which a new step should be added.
   
3. Click the Add Approver  icon. 
4. Fill in the details:
   
   • Name – Name of the approval step. 
   • Number of Approvals Needed – Specifies how many individual users must approve the document before the step is marked as Approved. For details on this option see Create Workflow.
   • Approver Type – Allows you to select either users or user groups.
   • Reason – Allows you to specify why the step is added.
   
5. Click OK. The newly added users or user groups are notified about the pending approval when the workflow reaches this step.

 You can also automate adding additional approver/watcher steps – using the Workflow Post Step Logic.

Add Watcher Step

1. Click the View Workflow button of a document pending approval. 
2. In the Workflow window, select (using the checkbox) a step after which a new step should be added.
   
3. Click the Add Watcher  icon. 
4. Fill in the details:
   
   • Name – Name of the watcher step. 
   • Approver Type – Allows you to select:
     • Users by their login name

     • User groups

     • Users by their email (they do not have to have an account in the application)
   • Reason – Allows you to specify why the step is added.
   
5. Click OK. The newly added users or user groups are notified about the workflow status when the workflow reaches this step.

Edit/Remove Approver/Watcher Step

It is not possible to edit or remove an existing approver/watcher (even for Workflow Admins). This is intentional. 

The workflow is generated when submitting the quote/agreement. You can view the Submit action as a "contract" that the submitter requests to be fulfilled before the price goes to an ERP system. Removing an approver after the submit would break that contract.

Therefore you can only add steps. If you want to remove a step, you have to deny/withdraw the workflow and submit a new one.

Mark Approval Step as Satisfied

You can configure the workflow to pass through an approval step without any need for approval and still keep a record of the step itself.

Using the methods listed below, the workflow logic has access to the previous workflow run and can decide if the previous approvals are still valid regarding the changes (per approval node). If the changes do not impact the existing approvals the workflow will continue from the same place where it left off.

Useful methods:

• api.findPreviousApprovableState() – This method can be used to fetch the previous entity (Quote / Agreement / Promotion / Rebate Agreement) state from the database.
• api.findPreviousWorkflowInfo() – This method can be used to fetch previous entity's workflow information (i.e., the workflow history).
• ALREADY SATISFIED – A workflow step state that can be used to mark steps at the workflow logic execution time as "satisfied". They will be skipped by the workflow engine but will be retained in the workflow.

def currentState = quote

def previousState = api.findPreviousApprovableState(currentState.typedId, "DENIED", "WITHDRAWN")
def previousWorkflowInfo = api.findPreviousWorkflowInfo(currentState.typedId, "DENIED", "WITHDRAWN")

api.logInfo("currentState", currentState)
api.logInfo("previousState", previousState)
api.logInfo("previousWorkflowInfo", previousWorkflowInfo)

def canSkip1stApprovalComment

if (previousWorkflowInfo && previousWorkflowInfo.steps && previousWorkflowInfo.steps.size() >= 1) {
  if (previousWorkflowInfo.steps[0].approved || 
      previousWorkflowInfo.steps[0].alreadySatisfied) {
    def comment = previousWorkflowInfo.steps[0].comment
    if (!comment) comment = "already satisfied in previous workflow"
    canSkip1stApprovalComment = comment
  }
}

workflow
  .addApprovalStep("ApproverWithDefault")
  .withApprovers("admin")
  .withReasons("type your reason here")
  .withAlreadySatisfied(canSkip1stApprovalComment)

workflow
  .addApprovalStep("Approver")
  .withApprovers("admin")
  .withReasons("type your reason here")

def canSkip3rdApproval = previousState && previousState.workflowStatus == "DENIED" && quote.createdByName == "admin"

def step3 = workflow
  .addApprovalStep("Approver2")
  .withApprovers("admin")
  .withReasons("type your reason here")

if (canSkip3rdApproval) {
  step3.withAlreadySatisfied("Not needed anymore")
}

You can also use an option that allows users to select to which workflow step the workflow will return when a document is rejected.

def previousWorkflowInfo = api.findPreviousWorkflowInfo(quote.typedId, "DENIED")

def stepNames = ["Sales Manager", "Account Manager", "Regional Manager"]
def satisfiedSteps = [:]
if (previousWorkflowInfo?.selectedStepOnDeny) {
    def found = false
    for (s in stepNames) {
      found = found || (s == previousWorkflowInfo?.selectedStepOnDeny)
      satisfiedSteps.put(s, found ? null : "Already satisfied in previous workflow and requested to be skipped now by workflow logic.")
    }
}

api.logInfo("Workflow", satisfiedSteps.inspect())
workflow
    .withSelectStepOnDeny(true)
    .addApprovalStep("Sales Manager")
    .withApprovers("John Newman")
    .withReasons("Total Price is over threshold.")
    .withAlreadySatisfied(satisfiedSteps["Sales Manager"])

workflow
    .withSelectStepOnDeny(true)
    .addApprovalStep("Account Manager")
    .withApprovers("Cindy Smith")
    .withReasons("Total Price is over threshold.")
    .withAlreadySatisfied(satisfiedSteps["Account Manager"])

workflow
    .withSelectStepOnDeny(true)
    .addApprovalStep("Regional Manager")
    .withApprovers("Lin Yun")
    .withReasons("Total Price is over threshold.")
    .withAlreadySatisfied(satisfiedSteps["Regional Manager"])

The method withSelectStepOnDeny displays a dialog when the user denies the document and provides three options:

• Select a step from the drop-down list and click Deny – the document is rejected and the selected step is flagged. The next time the above example logic is run, the workflow skips all previous approvers.
• Leave the Select step box empty and click Deny – the behavior is the same as in a workflow without this method. No step is flagged and the next time the workflow is run, it starts with the first approver.
• Click the Cancel button – the dialog is closed and no workflow action is performed.

Restriction on Adding Steps

It is possible to restrict adding the extra steps to Workflow Admins only. To do so, use the withAddStepRestrictedToWFAdmin method for generating the workflow:

workflow.withAddStepRestrictedToWFAdmin().addApprovalStep("Approver").withApprover("admin").setReason("Requires 'admin' approval")