FAQ – Overriding a Need

1. What is “Overriding a Need”?

Overriding a need allows a contributor to take control of a training need submitted by someone at a lower contribution level. When overriding, the need moves to the contributor’s level and restarts the approval process for that level.

2. Who can override a need?

Only contributors who have the “Can Override?” permission in the task configuration can override needs.
They can override needs submitted by users at lower contribution levels, and only during their contribution period.

3. When is the Override functionality available?

This functionality is only available when Workflow Hierarchical Approval is disabled for the task plan.
To see how to disable it, consult section 3.2.1 of the User Manual.

4. How do I override a need?

  1. Click the “Override” button next to the need.

  2. If you have multiple profiles allowed to override, you will be asked to select the profile.

  3. A confirmation modal will appear.

  4. Confirming will move the need to your contribution level and restart the approval flow for that new level.

5. What happens after I override a need?

  • The need becomes part of your contribution level.

  • The approval process restarts from that level.

  • Some need custom fields may be removed if they are not available for your user type (see section 6.3.1.4 of the User Manual).

  • The original contributor remains recorded and may continue to receive approval/denial notifications if configured.

6. Can a contributor without approvers deny a need they overrode?

Yes—if the Deny button configuration is enabled.
This is a new feature allowing contributors without approvers to deny a need that was automatically approved because they have no approvers.

This configuration can be set:

  • Globally: Preferences > Task Plans Global Configurations (section 3.2.1 of the User Manual)

  • Per task: Task Configuration > General > Additional Information (section 6.4.8 of the User Manual)

It applies to needs created via the catalog or import, and can be changed at any time during the planning process.

7. What are examples of override behavior in different scenarios?

a) L&D without approvers

  • Overrides a manager’s need

  • Need becomes automatically approved

  • L&D can still reverse this and Deny the need

b) L&D with approvers

  • Overrides a need

  • Need moves to L&D’s level

  • Status becomes Pending Review, waiting for L&D’s approver

c) Manager without approvers

  • Overrides a subordinate’s need

  • Need becomes automatically approved

  • Manager can still deny the need afterward

d) Manager with approvers

  • Overrides a subordinate’s need

  • Need moves to manager’s level

  • Status becomes Pending Review, awaiting the manager’s approver

8. Are override actions tracked?

Yes, all override actions are recorded in the audit log.

9. Can I override multiple needs at once?

Yes. Users with override permission can perform a Bulk Override during the planning phase, within their contribution period.
For more details on bulk operations, see section 7.7.13 of the User Manual.

10. What happens to custom fields when overriding?

Some custom fields may be removed if they are not available to the user performing the override.
Example: If an L&D overrides a manager’s need, custom fields that are only available to managers will be removed.