Set up approval workflows
Settings, then Approval Workflows, defines who approves requests for each module. Choose a single approver, or build a multi-step chain with escalation, and limit it by position, department or amount.
Open the workflows
Go to Settings and select Approval Workflows. The list shows each workflow's Module, Approval Type, Conditions and Status. Multi-step workflows list their steps, including any escalation and any warning that nobody can approve a step. You need the workflows permission to add or change them.
Create a workflow
- Select New Workflow.
- Choose the Module. The list includes Contract & Employment, Payroll Processing, the other approval modules, and one entry for each service request type you have set up.
- Set the Priority. Higher numbers run first, and 0 is the default.
- Choose the Approval Logic:
- Immediate Supervisor and Department Head route to the requester's supervisor or department head.
- Specific Person routes to the employee you choose under Select Approver.
- Multi-Step Custom Workflow builds a chain of steps.
- Choose a Fallback approver if you want one.
- Select Save Workflow.
Build a multi-step chain
Turn on Enable Multi-Step Approval Chain, or choose Multi-Step Custom Workflow. A new workflow starts with a Manager Approval step. Select Add Step for more. For each step:
- Step Name: a label, such as "HR head review".
- Who approves: a role (anyone who holds it), a specific person, the requester's immediate supervisor, or the requester's department head. For the department head, Level 1 is the requester's own department, 2 its parent, up to 5.
- Escalate (optional): after a number of days, send the step to another person. Set both the days and the person, or neither.
For a role step, the page shows who holds the role now. If nobody does, it warns that requests have no approver unless a fallback approver is set. Steps run in the order listed. Select the trash icon on a step to remove it.
Limit when a workflow applies
The Rules & Conditions card narrows the workflow:
- Position Constraint: only when the requester holds this position.
- Department Constraint: only for employees in this department.
- Amount Threshold: only when the amount is more than this value.
- Enable this workflow: switch off to pause it.
Edit or delete
Select Edit on a row to change a workflow, or Delete and confirm to remove it.
Related
Questions people ask
What approver types can I choose?
Immediate Supervisor, Department Head, Specific Person, or a Multi-Step Custom Workflow. Position Based approval is no longer available.
What is the fallback approver?
The person who approves a step when nobody else can: a role with no one in it, a requester with no immediate supervisor, or a department with no head. Without a fallback, such a step has no approver.
What happens if an approver does not respond?
On a multi-step workflow, set Escalate on a step. After the number of days you choose, from 1 to 90, the step goes to the person you name.
How do I run a workflow only for large amounts?
Set an Amount Threshold. The workflow then applies only when the amount is more than that value.
Can I turn a workflow off without deleting it?
Yes. Switch off Enable this workflow and save. The list shows it as Inactive.