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Limiting Authority

In a new workspace, every user is initially authorized to perform any state change on any document in the workspace, regardless of its value. For each cost-related document, you can create limits to this authority that restrict certain document state changes to specific roles, who are further limited based on the document's value and the limit's conditions. Once you create a limit for a certain document/state combination, only the roles defined in your limits can then perform that state transition.

Each limit of authority you define involves several components:

• A document type: The type of document to which the limit applies.
  
  For example, you can create a limit for an expense pre-commit invoice or a revenue change order. For complete list of the document types for which you can set limits, see "Limiting Each Document Type".
• A restricted state: The workflow state being protected. Only users in one or more of the specified roles, with sufficient Authorization Limit can move the document type to this state.
• An Authorization Limit: The maximum document amount that the associated roles are allowed to authorize. If the value of the document exceeds this limit, Proliance halts the restricted state change and the Limited Authority dialog box appears.
• An Override Limit: The Override Limit determines whether a user is allowed any leeway beyond their normal Authorization Limit. When a state change is halted due to an insufficient Authorization Limit, if the value of the document is within the Override Limit the user can choose to proceed with the restricted state change.
  
  Note:You can also choose to have no override limit, or to disallow overrides completely.
• The affected Roles: The roles which are permitted to perform the restricted state change, as long as the document value does not exceed their Authorization Limit.
  
  If a user belongs to several roles with different limits, the role with the highest limits is used.

When a user attempts to perform a workflow action on a document that has limits defined, Proliance first checks to see whether that user is included in the limit's roles. Depending on the result of this check, one of the following occurs:

• If the user is not included in the limit's roles, Proliance stops the action and the Limited Authority dialog box appears. This user will be unable to perform the action under any circumstances.
• If the user is included in the limit's roles, Proliance compares the Authorization Limit for that user's role against the document's value. If the Authorization Limit is greater than or equal to the value of the document, the state change will proceed. However, if the Authorization Limit is lower than the document value, Proliance stops the action and the Limited Authority dialog box appears. Depending on the user's Override Limit, he may then be able to choose whether or not to override the restriction. Any overrides are recorded in the activity log of the document.