Department Approval

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.

If more than one approver is attached directly to the department (using the department setup screen rather than the approval menu), Admin defaults to allowing a timesheets or expense reports to be approved by any single approver. If all of the listed approvers need to take approval action, the approval group must be created from the Approval Group menu.

Admin permits two ways of assigning approvers to departments: creating an approval group and then associating the department, or attaching approvers directly to the department.

To create a simple one-level Department Approval:

1. Expand the Organization Menu.
2. Expand Group Approval.
3. Click on Department Approval.
4. Click on Add.
5. Enter a Description* and then click Next.
6. Click Add and select the Departments you want to add.
7. In the Approval Flows Wizard window, click Add.
8. 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.
9. Enter a Description* for this approval.
10. Select a Reset Option.
    
    1. Reset ALL - reset from the beginning of approval structure if changes are made by approver.
    2. Reset current level - reset only on current level of approval structure if changes are made by approver.
    3. Reset off - no reset in approval structure if changes are made by approver
    4. Reset this level  - reset only on this level of approval structure if changes are made by approver.
11. Enter a Min Amount (minimum amount) and a Max Amount (maximum amount) that this approval will apply to.
12. 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. 
13. Save the form by clicking Save All.
14. Click on Approvers to assign approvers for this approval event.
15. Click Add.
16. In the search field, enter in value to look up a user. Search based on one or more of the following fields listed below.
17. The filter option is also available by clicking on the  icon. Click on Apply to save the filter options.
    1. Employee ID
    2. First Name
    3. Last Name
    4. Operating Unit
    5. Department
18. Click OK.
19. Search for additional employees if desired and repeat the process.
20. In the Entry Type field:
    1. Select Time/Expense if this approver will approve both timesheets and expense reports.
    2. Select Expense Only if this approver will approve only expense reports.
    3. Select Time Only if this approver will approve only timesheets.
21. In the Approval Right field:
    1. Select Approve Only if this approver is to be allowed only to approve or reject employee timesheets and/or expense reports, not modify them.
    2. Select Modify and approve if the approver is to be able to make changes and then approve the modified Timesheet or expense report.
    3. 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.)
22. In the Approval Type field:
    
    1. Select Both if no approval restrictions are needed.
    2. Select Primary if this approver is not allowed to approve his own timesheets and/or expense reports.
    3. Select Secondary if this approver is to only approve the work of the primary approver.
23. 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.
24. In the Active field, select Yes or No.
25. To add additional approvers click Add and repeat.
26. When done, click Finish

* Indicates a required field