System Configuration>> Workflow>> Workflow Roles
Workflow Roles
Workflow Roles allow the application to send employee Leave Requests to the appropriate person(s) within the company for approval, if this person is not the employee's direct supervisor.
When defining each stage of a workflow, the options are shown below to define the approver for that stage:
- Reporting Structure: This is the employee's Direct Supervisor, and the Secondary Supervisor is used as the alternate in the primary's absence. How to set up Reporting Relationships?
- Role/Alternate Role: If a request is to be approved by a specific role/job.
N.B. If the Role/Alternate Role option is being selected when defining the approver for a stage, then you must select the job/role and alternate job/role here BEFORE you can define the approver for the stage.
HRplus facilitates setup of multiple levels of approval, across countries, companies, divisions, departments and sections, according to the workflow rules of more complex organisational structures.
- To setup roles, click on New Record and enter the information as prompted.
Workflow Roles
In the example above, we will use two levels of approval:
1.The employee’s direct supervisor as the first level
2.The HR Manager as the second level
Here, we will only setup the Role for the HR Manager as the second level approver as the workflow processor will identify the employee’s direct supervisor from the Reporting Relationships setup either in the Personnel or Payroll module.
Role Code & Role Name: Enter a user-defined Code & Name of the Role that you are setting up.
Note: It is important that you setup the parameters of the Workflow Role identical to the Workflow Definition so that the application will know to which Definition the role applies.
- Upon saving the record, click on the plus sign to the left to expand. Next, click on New Role Definition to define further parameters of the role.
- In the Job Details field, select the Job of the second approver. Notice that the role is linked to a Job and not a person nor a particular position. This is to allow the application to find someone to approve the record in the event that a particular position is not filled.
- The Job Scope allows you to define further parameters for the identification of an approver as follows:
Table of Job Scope Definitions
Example of Job Scope Configuration
In this example above, we have configured the application to select the Human Resources Manager found only within the parameters setup within the Workflow Definition as the Level 2 Approver.
- Next, we will return to the Workflow Definition and setup the Workflow Stages as per the Workflow Processes
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