Opportunity publishing approval

  • Release version: Yokohama
  • Updated April 9, 2025
  • 3 minutes to read
    • Summarize
    Summarized using AI
    This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.

    Summary of Opportunity publishing approval

    The Opportunity Marketplace's publishing approval framework automates and streamlines the approval process for gig, volunteer, and project opportunities. Opportunity Owners can submit drafts for approval directly from the creation form, track approval status, and receive email notifications for approval or rejection. Opportunity Approvers are notified by email and assigned approval tasks, enabling them to review, approve, or reject drafts with comments.

    Show full answer Show less

    Approval workflow

    The framework includes out-of-the-box subflows for each opportunity type that define when an opportunity requires approval. These subflows check specific conditions and request approval from designated users listed in the Opportunity Type Auxiliary table. Upon approval, the opportunity is published and the owner is notified. If rejected, the opportunity reverts to draft status and the owner receives the approver’s feedback to revise and resubmit.

    By default, only one approval is needed to publish, and one rejection is enough to prevent publishing. However, admins can configure more complex approval scenarios requiring multiple approvals or rejections.

    Default subflow configurations

    • Gig opportunity: Approval required if the time commitment is 20+ hours per week; the opportunity owner’s manager is also assigned as approver.
    • Volunteer opportunity: Approval required if there are 20 or more participants.
    • Project opportunity: Approval required if there are 5 or more participants.

    Note that only the Project opportunity approval flow is assigned by default; admins must assign the volunteer and gig approval flows manually. For custom opportunity types, admins can reuse existing flows supporting multiple roles.

    Approvers configuration

    The default setup uses the OPM Opportunity Approvers group to manage approvers across opportunity types. Admins can add users to this group or assign approvers specifically per opportunity type. They can also modify approval rules to require multiple approvals or multiple rejections before publishing decisions are finalized.

    The Opportunity Marketplace's publishing approval framework streamlines the approval process, allowing Opportunity Owners to submit drafts for approval and receive notifications upon approval or rejection.

    In versions 2.3 and later, Opportunity Marketplace includes an out-of-the-box framework to automate the publishing approval workflow for the gig, volunteer, and project opportunity types.
    • The Opportunity Owner can submit a draft opportunity for approval from the Create an opportunity form and monitor the status of the approval request. They receive an email notification when the Opportunity Approver approves or rejects the draft.
    • The Opportunity Approver is notified of the approval request via email and an assigned approval task. They can review the opportunity draft and either approve or reject with comments from the notification interface.
    • Admins can configure approver users and additional approval rules.

    Approval workflow

    Each out-of-the-box opportunity type (gig, volunteer, and project) has a respective subflow to facilitate the approval workflow. Each subflow has default configurations, which determine the conditions under which the opportunity is sent for approval.

    1. If the conditions are met, the subflow requests approval from the users listed in the Opportunity Type Auxiliary [sn_opp_market_opportunity_type_aux] table for that respective opportunity type.
    2. If an approver approves the opportunity, the system notifies the Opportunity owner and publishes the opportunity.
    3. If the approver rejects the opportunity, the system reverts the opportunity to draft state and notifies the Opportunity owner of the approver’s feedback, which they can implement and resubmit for approval.
    Note:
    By default, only one approval is necessary for the system to publish an opportunity, and only one rejection is necessary to prevent an opportunity from being published, however the admin can configure alternative approval scenarios, such as requiring a greater number of required approvals or at minimum two rejections. For more information, see the Approvers section below.

    The following diagram provides a visual of the approval workflow:Visual overview of the approval steps described above

    The following describes the default configurations for the subflows, which can be modified in the Workflow studio.
    Table 1. Default settings for out-of-the-box subflows
    Subflow Settings description
    Gig opportunity posting & editing approval This subflow sends the opportunity for approval if it requires a time commitment of 20 or more hours per week (line 2). Unlike the other two subflows, this one assigns the opportunity owner’s manager as the approver (line 7-10) in addition to the listed approvers.
    Volunteer opportunity posting & editing approval This subflow requires approval for the opportunity if the total number of participants is twenty or more (line 1).
    Project opportunity posting & editing approval This subflow requires approval for the opportunity if the total number of participants is five or more (line 1).
    Note:
    Only the Project opportunity posting & editing approval flow is assigned to the project opportunity type out-of-the-box; for volunteer and gig opportunity types, the admin must manually assign the flow. For the steps on assigning the approval flows, see .
    For custom opportunity types, the admin can reuse either the Project opportunity posting & editing approval or Volunteer opportunity posting & editing approval flows, as they support opportunities with multiple roles.

    Approvers

    If your instance has demo data loaded, the group OPM Opportunity Approvers is assigned to the gig, volunteer, and project opportunity types. An admin can add users to the OPM Opportunity Approvers group to review all opportunity drafts. Alternatively, the admin can define approvers for a specific opportunity type. For the steps on assigning approvers to an opportunity type, see step 4 of .

    While the default subflow requires only one approval or rejection, the admin can configure alternative approval scenarios, such as requiring a greater number of required approvals to publish an opportunity or at minimum two rejections to prevent the opportunity from being published.Under the Ask for Approval action, users can modify the rule regarding how many users must approve or reject an opportunity