Setting Approval Workflow & Usage Priority

Purpose: The 'Approval Workflow' program allows you to determine how the system directs new requests that were submitted by your employees to designated users for approval.

Step 1

Start by navigating to the 'Approval Workflow' page by following Steps 1 to 3 as shown below:

Step 2

Once you have clicked, you will arrive on the 'Approval Workflow' page as shown below. Column (4) on the left, shows you a list of requests that are available within the system (based on your subscribed modules). By clicking on one, you will find a list of existing Approval Workflow on (5).

To add a new workflow, click on Add New (6).

Step 3

Once you have clicked on 'Add New' (6), you will arrive on the page shown below. 

If you have created an existing workflow, you may choose to copy it by clicking on 'Copy From' (7).

Alternatively, you can create a new workflow by entering a name under 'Approval Name' (8), followed by going to the level setting section below, and click on 'Add Approver' (9). This is where you can pick your first approver.

Step 4

Once you have clicked on 'Add Approver' (9), a drawer will appear from the right as shown below. 

You will then find 3 distinct green selections at the top of this drawer listing with available users below it. You may select 1 or multiple users by clicking on the '+' plus icon (11). 

Once you are done with your selection, click on 'Confirm' (12) at the bottom of the screen.

• Level 1 Supervisor - Reporting Person of the Requester 
• Level 2 Supervisor - Supervisor of the Reporting Person of the Requester 
• Level 3 Supervisor - The Reporting person of the Level 2 Supervisor

Step 5

After clicking on 'Confirm' (12), your selected Approver will displayed as shown in (13). You can then choose the method of approval by clicking on (14).

1. Any to Approve - This level can be approved by Any of the selected approvers.
2. All to Approve - This level needs to be approved by All of the selected approvers.

Next, you have the option to keep someone updated/in the loop whenever this 'Approval Workflow' is used by clicking on 'Add email CC' (15) to select a specified user.

There are times when users are unavailable to approve/reject requests due to absence or leave. In such cases, you may choose to toggle with 'Auto Route' (16) to have the system direct this request to the next level within a number of days that you have set. 

Another option is to 'Auto Route Request to Covering Person' (18) - if this option is toggled on, the request will then be auto-routed to the covering person (if available) first before auto-routing to the next level.

If there is more than 1 level of approval workflow, select 'Add Another Level' (17) to set up the next approver level. 

There is no limit to how many levels you may create here. Once you are ready, select 'Next' (19) to proceed to the next step.

Step 6

After clicking 'Next' (19), you will be brought to the page as shown below. 

You can then start by selecting the intended user/employee for this approval workflow by selecting the preferred conditions under (20). When you're done, click on 'Next' (21).

Step 7

Once you have chosen the specified conditions, you will be redirected to the summary page based on your selection. 

This is where you may exclude/include employees by clicking on (22). 

Once you are done with your selection, click 'Save' (23) to finalize your changes.

Step 8

Once you have saved the Approval Workflow, you will return to the listing page as shown below. From there, you will find the latest Approval Workflow at the bottom of the List (24). 

On this listing, you will find that the first column is showing the Priority (25) with a numbered list shown below. 

The purpose of the priority list is let to the system know which approval workflow to use if a specific User/Employee meets the same condition for two workflows at the same time in this request type. 

According to priority arrangement, the system will always choose the Approval Workflow that is positioned at the highest as the main Approval Workflow - If there should be conflict for a specific user/employee.

Lastly, if you want to arrange the priority position, all you need to do is navigate to the icon on (26) - Drag and drop to a higher or lower ranking. Your changes will then automatically save.