In department approval, one or more approvers are assigned to a Department. If a company's department heads are also approvers, this is the simplest approval structure to set up. Employees' department affiliation is a required field in the employee profile, so employees are already associated with a department. Assigning an approver to a department automatically makes that person the approver for all members of department.
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To create a simple one-level Department Approval:
- Expand the Organization Menu.
- Expand Group Approval.
- Click on Department Approval.
- Click on Add.
- Enter a Description* Name* that describes the department approval group and then click Next.
- Click Add and select the Departments you want to addyou would like this approval to apply then click Ok
- Once you have added the departments click Next
- Click on Approvers to assign approvers for this approval event.
- Click Add.
- In the Approval Flows Wizard wizard window, click Add.
- Enter a Level for the approval (example. 0 is first, 1 is second, etc.) Note: Level has to always start with 0. If set to 1 or higher, the system will reset to start with 0.
- Enter a Description* for this approval.
- Select a Reset Option.
- Reset ALL - reset Reset from the beginning of approval structure if changes are made by approver.
- Reset current level - reset only on current level of approval structure if changes are made by approver.All the approvals currently in progress will be reset.
- Reset off - no No reset in approval structure if changes are made by approver
Reset this
level - reset only on this level of approval structure if changes are made by approver.
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
- In the Approval Type field:
- Anyone can approve: One person in the approval group can approve the timesheet or expense report on behalf of everyone in the group
- Everyone must approve: Everyone in the approval group must approve the timesheet or expense report before it is considered fully approved
- Currency - Select the currency for the approval group
- Enter a Min Amount (minimum amount) and a Max Amount (maximum amount) that this approval will apply to.
- Enable Override by Routing - Select either Yes or No depending on if you would like this approval group to be overwritten when using the routing option.
- Save the form by clicking Save All.
- Click on Approvers to assign approvers for this approval event.
- Click Add.
- In the search field, enter in value to look up a user. Search based on one or more of the following fields listed below.the Employee List wizard window select the employees you would like to add as approvers.
- The filter option is also available by clicking on the icon. Click on Apply to save the filter optionsthe icon.
- Employee ID
- First Name
- Last Name
- Operating Unit
- Department
- Location
- Active
- Click Apply to save the filter optionsClick OK.
- Select the employee(s) from the employee list
- Click Ok
- Search for additional employees if desired and repeat the process.
- In the Entry Type field:
- Select Time/Expense if this approver will approve both timesheets and expense reports.
- Select Expense Only if this approver will approve only expense reports.
- Select Time Only if this approver will approve only timesheets.
- In the Approval Right field:
- Select Approve Only if this approver is to be allowed only to approve or reject employee timesheets and/or expense reports, not modify them.
- Select Modify and approve if the approver is to be able to make changes and then approve the modified Timesheet or expense report.
- Select 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 can only access timesheets or expense reports through the
- Reports icon
- In the Approval Type field:
- Select Both if no approval restrictions are needed.
- Select Primary if this approver is not allowed to approve his own timesheets and/or expense reports.
- Select Secondary if this approver is to only approve the work of the primary approver.
- In the Email Option field:
- Select Yes if this approver wants to receive email notifications when timesheets and/or expense reports are released.
- Select No if this approver does not want to receive email notifications. Email options and messages are configured under system options.
- In the Active field, select Yes or No.
- To add additional approvers click Add and repeat.
- When done, click Finish
* Indicates a required field
Or as an alternative and approver can be attached directly to a Department record from Organization → Department Approval Flows tab