Setting Approval Workflow & Usage Priority

The Approval Workflow feature allows you to define how employee requests are routed to designated users for approval.

This helps ensure that every request; leave, claims, or attendance, follows the correct authorization path improving approval efficiency, transparency, and compliance with company policies.

Step 1

From the left menu, go to Settings (a) > General (b) > Approval (c).

Step 2

You will arrive at the Approval Workflow screen.

On the right panel, you will see a list of request types available in your system (based on your subscribed modules). 

Click on a request type to view its existing approval workflows.

To add a new workflow, click Add New.

Step 3

When creating a new approval workflow, you have two options:

1. Copy From: Duplicate an existing workflow for faster setup.
2. Create New: Enter a name under Approval Name

Then, click Add Approver (c) to define the first level approver (the person who will receive the request after submission.)

You can also specify Email CC recipients (optional), which users should be notified when the request is submitted (e.g. HR or Finance).

Step 4

When you click Add Approver, a list of available users will appear.

At the top of this list, you’ll find three shortcut options for selecting supervisors:

• Level 1 Supervisor: The requester’s direct reporting person

• Level 2 Supervisor: The supervisor of the requester’s reporting person

• Level 3 Supervisor: The supervisor of the Level 2 Supervisor

You can select one or multiple approvers by clicking the ‘+’ icon next to their names.

Once done, click Confirm at the bottom of the screen.

Step 5

After adding approvers, you will see them listed under Level 1. Configure the following functions:

(a) Approval Method

• Any to Approve: Approval is granted once any one of selected approver approves.

• All to Approve: All selected approvers must approve before workflow progressing.

(b) Auto Route
Enable this option to automatically forward the request to the next level after a set number of days (if next level exists).

(c) Email CC
Add recipients to receive notifications related to this approval level.

(d) Add Another Level
If multiple approval levels are needed, click this button to set up the next level approver. You can also remove a level using the dustbin icon.

There is no limit to the number of approval levels you can create. When finished, click Next to proceed.

Step 6

Next, specify which employees this workflow applies to. Once conditions are set, click Next.

Step 7

You will now see a summary page of the selected users based on your selection method. You can add or remove employees in the selection list.

When satisfied, click Save to finalize the workflow setup.

Step 8

After saving, you’ll be redirected back to the Approval Workflow List. 

• The most recently created workflow appears at the bottom of the list. 
• Each workflow has a priority number next to its name.

The Priority order determines which workflow the system will use if an employee matches multiple workflows for the same request type.

• The workflow positioned higher in the list (with a smaller priority number) takes precedence.

• Unless the request type uses a custom approval workflow, the system will always apply the highest-priority workflow when overlaps occur.

To adjust the order, use the drag and drop icon to move workflows to the desired position.

Changes on this screen are saved automatically.

We hope this explanation clarifies the matter. If you require further assistance, please don't hesitate to contact our support team.