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The Department acts as the administrative unit for an Employee. A department is the child of its parent operating unit. Department ID's can be duplicated across operating units. For example, there can be a Department 1234 in each operating unit. Each Employee is assigned to one department.
To create a Department:
- On the left side of the screen, click the arrow
to expand the Organization menu. - Click Department
- Click the Add button
in the toolbar. - Fill in the following fields:
- Operating Unit* - Select an existing Operating Unit (Company) in the drop-down menu.
- Active* - This field will be checked by default. If you want to make a department inactive, the box will need to be unchecked.
- Department* - Enter an ID for the department. Departments must be unique within each operating unit. This field is limited to 20 characters.
- Name* - Enter a Name to identify the department. The maximum length of this field is 100 characters.
- Description - Enter text to further identify the Department. This field is limited to 255 characters.
- Click the Save button to save the record.
Once you click the Save button, additional options come up on the bottom half of the screen. You'll notice two tabs. One tab is named Department and contains the department that was just created with the information you entered. The other tab is called [ApprovalFlows]. The ApprovalFlows tab allows you to set the approval flow for that department.
To set up Approval Flows:
- In the Approval Flows tab, click the Add button
in the toolbar.- Level - for the approval (example. 0 is first, 1 is second, etc.)
- Description - Name for approval group.
- Select a Reset Option
...
- .
- Reset ALL
- .
...
- - Reset from the beginning of approval structure if changes are made by approver.
- Reset current
...
- level -
...
- All the approvals
...
- currently in progress will be reset.
- Reset off - No reset in approval structure if changes are made by approver
Reset this level - Only the approvals for the group you're a part of will be reset.
Info For Example:
If the approval structure includes
Level 1- 2 approval groups
Level 2 - 3 approval groups
Level 3- 2 approval groups
If one of the approvers on Level 2 made a change, with the Reset Current Level option, this will reset the approval for all 3 groups on level 2, but will not reset any of the approvals on Level 1.
Let's say Level2 groups are A, B and C.
With the Reset this Level option, if you are part of Group A and a change is made, only the approval for group A will be reset.
- Approval Type:
- Anyone can approve - Allows any individual member of the approval group to approve the timesheet or expense report on behalf of the entire group
- Everyone must approve - Requires every member of the approval group to provide their approval before the approval can be finalized
- Currency - Currency for the approval group
- Min Amount - Minimum amount for approval group.
- Max Amount - Maximum amount for approval group.
- Enable Override by Routing - This will either allow or not allow approval to be replaced when routing.
- Yes - Will allow to replace Department approval structure with new approver chosen when option Replaced is chosen during routing.
- No - Will NOT allow to replace Department approval structure when new approver is chosen and option Replaced is chosen during routing.
- Click the Save button to save the record.
- On the Approval Flows tab, click the Approvers link.
- Click the Add button
in the toolbar to add an approver - Employee - The first pop up window allows you to add the approver. You may add more than one approver at a time in this screen.
- Use the filter
to refine your search. - Select the employee and or employees and click on OK.
- Search for additional employees if desired and repeat the process.
- Use the filter
- Entry Type:
- Expense Only - If this approver will approve only expense reports.
- Time Only - If this approver will approve only timesheets.
- Time/Expense - If this approver will approve both timesheets and expense reports.
- App Right:
- Approve Only - If this approver is to be allowed only to approve or reject employee timesheets and/or expense reports, not modify them.
- Modify and Approve - If the approver is to be able to make changes and then approve the modified timesheet or expense report.
- Review Only - If the approver is to be able only to review timesheet data available to approvers, but not participate in the approval process (Review-only approvers must access timesheet data through the Time Printable Reports menu).
- Email Option:
- Yes - If this approver wants to receive email notifications when timesheets and/or expense reports are released.
- No - If this approver does not want to receive email notifications. Email options and messages are configured under system options.
- Active:
- Yes - If approver is active.
- No - If approver is inactive.
- Employee - The first pop up window allows you to add the approver. You may add more than one approver at a time in this screen.
- To add additional approvers, click the Add button
and repeat. - Click the Save button to save the record.