Ariba Procurement

Purchase Requisition Approvals

• Approve - Approves the Purchase Requisition (PR)
• Deny - Denies the Purchase Requisition (PR)
• View in Ariba - Redirects the user to Ariba homepage, where they can access all their pending Ariba PR Approvals.

Unblock your Approvals with Up to Date Information

• Inspect relevant details for your procurement record
• Visualize all active and pending approvers, as well as any watchers
• Easily access full record details in Ariba

View Purchase Order and Other Line Item Details

• Inspect detailed information for your procurement record

Approvals Architecture

The below simplified diagram represents how Moveworks will integrate with your Ariba instance.

To walk through the diagram above:

Approval Detection Server

Checks for updated approvals in Ariba every 60s.

• The Document Approval API checks for updated timeUpdated approvable (requisitions)
• Requisitions

{{ariba_base_url}}/approval/v2/{{ariba_env_flag}}/requisitions?realm={{ariba_realm}}&$filter=uniqueName eq 'PR_____'

Approval Processor

Get details for approval notifications where appropriate

• Approval processor filters out approval updates that do not result in notifications and fetches details for notification card from Document Approval API

Approval Queue

If qualified, the approval is stored in the Moveworks approval queue for the next 30 days. You can read more about the Approval Queue in FAQ below.

Conversation Engine

Notifies the users and collects their response.

• Prepares a notification based on the results from the Document Approval API
• Follows up with the user through our “Approval Looping” experience.
• The user can then take a specified action which then updates the approvable in Ariba

{{ariba_base_url}}/approval/v2/{ariba_env_flag}/requisitions/{{ariba_approvable_id}}
?user={user}}&passwordAdapter={PasswordAdapter}&realm={{ariba_realm}}&approvableType={{ariba_approvable_type}}

FAQ

Q: How does approval detection work?

A: Moveworks checks for approvals every 60 seconds, with a 60 second lookback period. This means that at 12:02PM, we will check for approvals that were created between 12:00PM and 12:01PM.

We designed our pollers this way because systems of record will often automatically approve dozens of approvals ~30-45 seconds after they're created (based on different business rules your organization has set up). This avoids noisy notifications on approvals that aren’t actually needed.

Q: What is the Approval Queue?

A: Generally, Moveworks will synchronizes approval records from all your systems and stores them in our Approvals Queue.

This provides many benefits:

1. Employees don't get frustrated waiting tens of seconds for your systems to return necessary data (chat feels ~56x faster on average)
2. We don't overburden your system health with calls for every single user
3. Once an approval is in the queue, we offer some additional powerful interaction patterns for the user.

🚧

Approvals are removed from the approval queue if not updated in the last 30 days, or after they’ve been completed (approved, denied, or no longer required).

Q: What if I’m seeing approvals that do not belong?

A: Generally, users will not see approvals >30 days old.

There is a small risk that our approval queue may be slightly inconsistent with production (<1% of the time). Examples of these inconsistencies may include a missing approval or an approval that was already completed. We are actively making engineering investments to reduce the likelihood these appear.

If any inconsistencies are detected, please let us know and we can manually fix them with an internal tool.