CommerceTools Web to Print Approval Rules

Asking for permission is something we are all taught at the youngest age possible… but it is also something you don’t necessarily grow out of.  Certainly it changes, and it probably changes a lot, (at least I hope so).  There are many times in business where you need approval from a superior or sometimes even a subordinate.  It is a way to double check our work and keep people accountable.  Its also a way to ensure we… well, to say it straight, don’t screw stuff up!  When using CommerceTools, companies run into many scenarios that require approval rules.  It helps them create processes that are near flawless.  We’ve taken that seriously and built our application in a way that allows for approval rules to be setup.  Read this common case question below to learn how to set up your own approval rules!Web to Print Approval RulesCase Question:
I have a customer that is asking about an approval scenario that requires all orders for business cards to be approved by a specific user and certain managers/directors to approve their employee’s orders.  Also, the customer would like the users to be able to choose if they want to pay for the order with a credit card or purchase order.  Does CommerceTools support this approval scenario and credit card payment method?

I will leave it up to Ski-Dog to explain the specifics, but CommerceTools supports many different approval rule scenarios.  Bottom line is you have the ability to provide solutions to your customers using approval rules that help ensure that a request is reasonable, follows a process,  and is within budget.

Sure, CommerceTools supports credit cards during the approval process along with both sequential and parallel type approval rules.  Sequential rules are used when dealing with multiple levels of approval.  For example, user A submits an order for approval to manager A and if/when manager A approves the order, director A can then approve or decline the order.  You would create two sequential approval rules:

1. User A submits order and manager A approves it
2. Manager A submits/approves an order and director A approves it

Parallel approval rules will need to be used for the business card approval scenario.  Create a category that contains all of the products in question.  Next, create a parallel approval rule that will get triggered when any product from that category is ordered.  You can have approval rules apply to the whole company, a group of users, or just one specific user.  Both the parallel and sequential rules can be preset at the same time.

Click here to check out the approval rule article in the Knowledgebase for more information.

If you have lots of users and approval rules, you can have Four51 upload the data using upload spreadsheets (KB Article) or sign up for the Batch Upload service and upload them on your own.

Reference transactions are used when a credit card is entered on an order submitted for approval.  When the order is submitted for approval, a $1 authorization credit card transaction is sent to PayPal and if successful, they will send back a reference transaction id.  Then, once the order is fully approved, the reference transaction id is used to execute the authorization/hold for the full order total.

Four51 uses reference transactions instead of storing credit cards for PCI and security concerns.  The key note about credit cards and approval is that only the PayPal Payflow Pro product supports reference transactions, so you will not be able to use a PayPal Payments Pro account.

2 thoughts on “CommerceTools Web to Print Approval Rules

  1. What do you consider to be the defining line between handling approvals in Four51 and leveraging an Enterprise procurement platform?

  2. Heathcc,
    Procurement systems are known for their robust approval scenarios, but
    they are centered more around solving accounting/billing problems. 
    CommerceTools on the other hand focuses more on a totally customized
    user shopping experience with approval rules being one of many features
    that accommodates that goal.  Shoot an email over to or submit a case to find out more details on the approval rule functionality.

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